Band 6 Governance Support Officer

Job description

Job responsibilities

The purpose of the post is to support the Adult & Specialist Rehabilitation (ASR) Division Governance Team to implement and co-ordinate an extensive clinical governance programme across ASR, which includes a wide range of projects relating to risk management, Patient Safety Incident Response Framework , Health & Safety, Medical Devices, Clinical Audit, Patient Experience and meeting the regulatory requirements of external standards and inspection to include those undertaken by the Care Quality Commission Standards of Quality and Safety.

The post holder is a member of the Divisional Governance Team and will be expected to work both independently and contribute to the overall function of the Governance Team, and deputise where appropriate, for the Governance Manager.

The post holder will be expected to work autonomously, managing conflicting priorities independently and contributing to the Governance functions within the Division.

The post holder will exercise own initiative, independent judgement and decision making arising from situations and information being processed as part of this role.

Responsible for:

Supervising the Governance Administrator post

Main Duties

Governance

The post holder has a specific role supporting PSIRF, management of complaints, monitoring of risks, oversight of medical device compliance and projects to improve patient safety and experience, local risk management, improvement projects; ensuring that the best standards of practice are delivered, maintained and continuously improved within the Divisions clinical governance framework. The post holder identifies opportunities and implements solutions to improve efficiency, effectiveness and patient experience using modernisation principles and tools.

Develop robust systems that will support the monitoring of objectives including, but not limited, to Medical Devices, CQC Compliance, Complaints, Quality Improvement, Risks and Incidents and be responsible for reporting and updating progress to the Division and Trust on these.

Liaise with appropriate clinicians, and provide guidance and support as necessary, to ensure that requests for information regarding clinical governance are returned within agreed timeframes for assurance purposes. This will include, but not limited to Complaints, PSIRF, Risk Register, Incidents, Health & Safety and Medical Device Management.

Attend and present information at divisional meetings and represent the Division as directed by the Governance Manager at Trust meetings which may include: Risk Management Operational Development meeting, Medical Devices Management Committee, Health & Safety Committee, CQC Meeting

Complete admin duties as requested, including organising meetings, preparing and distributing papers and reports and taking minutes.

Support the development and implementation, review, scrutiny and where required, development of any policies/procedures/standard operating procedures/guidelines within the Division. This role will liaise with Clinical staff to develop Policies and Procedures, as well as reviews within the timescales, and be responsible for the ratification process.

Embed and monitor outcomes and standards relating to CQC ensuring that Leads, where identified, are involved on an ongoing basis by developing evidence files which are routinely maintained.

Support internal Quality Assurance visits as part of the Trust Quality Assurance Trust programme, where required.

Undertake audits, inspections, and write reports as requested by the Governance Manager.

Ensure there is a system in place to ensure risk assessments are undertaken and any action arising is implemented and monitored.

Co-ordinate an ongoing risk assessment work plan to ensure risk assessments are within timescales for updates.

Educate and train staff on all aspects of governance including incidents, risks, complaints, medical devices, clinical audit, quality improvement

Hold open learning focused discussions with managers and staff which will include using persuasion skills.

Ensure learning and good practice are identified and disseminated as appropriate.

To support the planning and co-ordination of the quarterly and annual ASR Celebrating Excellence events

To support the completion of a monthly governance bulletin.

Providing attention to detail, to all tasks as part of the role to ensure the smooth management of the governance programme.

Proactively escalate any issues to the progress of key work streams, to the Governance Lead, working to identify solutions to overcome these.

Working in a flexible manner in order to meet the changing needs of the Division and Trust. This includes being available to provide cover for the team at the request of the Governance Manager and day to day supervising of staff. This may require the prioritisation of personal workload to allow for an appropriate response to governance requests, including signposting or offering solutions where possible to a range of clinical and non-clinical staff. The post holder will have frequent, indirect, exposure to information that may be of a complex, sensitive or contentious nature.

Risk Management

Monitor processes relating to incidents, risks and complaints to ensure that agreed timescales are adhered to, action plans developed and followed up. Collate and analyse data from the Risk Management System (Datix) and other systems as required for performance monitoring, audit and to support service reviews. Undertaking statistical analysis on a regular basis. Identify and analyse trends from incidents for discussion at Divisional, Service and Team meetings in order to agree actions and implementation plans providing input as required, working with service leads to identify options for agreed actions

To develop, implement, monitor and report on, action plans on a range of clinical governance, plans, programmes and initiatives at divisional, programme and team level.

Take an advisory and supporting role, as required, on PSIRF. This role is often exposed to distressing information contained within investigations.

Support staff with investigations arising from incidents including information gathering, ensuring actions from recommendations are monitored where appropriate and lessons learnt cascaded to services.

Medical Devices:

To manage, maintain and update the Medical Device Inventory on Datix and other local inventories that provide Electro-Biomedical Engineering (EBME) and service management systems within the Division.

Work closely with all areas throughout the Division to ensure there is a form of standardisation and a common, active system for procurement, commissioning, recording, maintenance, disposal and decommissioning of medical devices are in place.

Work closely with Trust Medical Devices Team, Risk Management, clinical teams, Estates, and other stakeholders to increase efficiency of the overall medical device procurement process from both a cost and service delivery perspective.

To Manage the Central Alert System (CAS) alerts through Datix to cascade information to all relevant services ensure all affected devices can be located and actions related to Medicines and Healthcare Products Regulatory Agency (MHRA) alerts and Field Service Notices (FSN) are managed and reported back as required by policy within the required timescales. Implement adjustments to work practices to accommodate alerts and FSNs.

Report, Receive, analyse and cascade any incidents or near miss that is reported on Datix relating to a Medical equipment failure to the MHRA via the MHRA Online reporting system.

1. Develop and empower all members of your team to perform to high standards and innovate.

2. Ensure supportive staff management arrangements are in place and carry out appraisals/personal development reviews (PDRs) for direct reports. Ensure all staff in your team/s have annual PDRs resulting in specific objectives and effective personal development plans

3. Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective are included in PDRs.

4. Develop a working culture that ensures Health and Wellbeing and promotes a Great Place to Work and Learning for staff.

To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.

To minimise the Trusts environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.

Responsible for ensuring identified training and development is undertaken appropriate to the post holders role.

Person Specification

Experience

• experience working in clinical governance and risk management
• Experience of using Microsoft Office Applications
• experience of working with clinicians and non clinicians

• implement continuous service improvement
• Experience in managing change and service improvement including an awareness of audit principles and their application in the workplace
• Experience in developing and implementing policies, procedures and guidelines
• Experience of working with sensitive or contentious information and a knowledge of confidentiality and information governance requirements

Skills

• Excellent line / people management skills including highly developed interpersonal and communication skills both written and verbal
• Excellent organisational/prioritisation skills and the ability to meet deadlines and work under pressure
• Experience of delivering training
• experience of report writing

• Experience in developing and implementing policies, procedures and guidelines
• Self-motivated Positive, energetic, enthusiastic and able to set an excellent example in leading people/teams

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name

Birmingham Community Healthcare NHS FT

Address

Moseley Hall Hospital

Moseley

B13 8JL

https://www.bhamcommunity.nhs.uk/