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Clinical Audit Assistant

NHS AfC: Band 4

Main area
Quality & Risk
Grade
NHS AfC: Band 4
Contract
Fixed term: 9 months (secondment opportunity available)
Hours
Full time - 37.5 hours per week
Job ref
409-3495355-A
Site
QICA Dept, Pavilion
Town
St Helens
Salary
£22,549 - £24,882 per annum
Salary period
Yearly
Closing
22/10/2021 23:59
Interview date
29/10/2021

Job overview

Support the Trust’s Clinical Audit and Quality Improving Programme; Maintain a system to monitor project action plans/and status of the actions including the National Audit programme. Liaise with Trust staff at all levels as appropriate to co-ordinate responses and evidence relating to individual projects, providing quarterly assurance to the Clinical Effectiveness Council and the QI-Audit Facilitators Group.

Support the QICA team with the trust-wide Record Keeping programme of audits as part of the Trust strategy for clinical effectiveness.

Main duties of the job

To be responsible for the management of the monitoring and retrieval of project action plans, including  the review of returns checking for quality of completion.  Evidence gathering of  proposed audit action status reports to be developed including systems for monitoring and recording.

Monitor national audits status, including publication dates of national reports ensuring that reports are circulated appropriately and findings are disseminated locally and timely.

Assist QICA team with aspects of the Record Keeping programme when needed to ensure the programme is delivered as planned.

Good administrative, organisational and time management skills are essential for this role. 

Working for our organisation

The QICA department is a small team that work collaboratively to support staff undertaken projects .  QI/audit staff link with the wider governance team to facilitate sharing best practice and to promote patient safety to support clinical effectiveness across the Organisation and enable Trust participation in collaborative regional and national projects, which form part of the HQIP National Audit Programme. 

Detailed job description and main responsibilities

MONITORING

  • To be responsible for the management of the monitoring and retrieval of project action plans.
  • Use a range of IT applications to develop and implement systems/databases and to collate relevant data on action plan submission completion, including monitoring the status of the proposed actions.  To ensure action(s) are completed and that each action is closed, as per the requirement of the Trust Clinical Audit Policy.
  • Ensure effective communication is maintained acting as the first point of contact for enquiries in relation to action plan submission and monitoring of actions. Adapt communication style as appropriate for the situation.
  • Ensure action plan requests are sent to relevant staff following dissemination of project findings, using an appropriate process reminder system to ensure timely responses.
  • On a day to day basis be responsible for follow up on submitted action plans to obtain feedback/status progress on the implementation and impact of recommendations and facilitate the collation of action plan evidence by working with responsible clinicians and audit leads.
  • Review submitted action plans to ensure they are fully completed, comply with SMART guidance and detail robust quality actions. Actions plans should be supported and formally approved by the senior member of the clinical team who completed the project.

 

  • Monitor national audits status, including publication dates of national reports.
  • Obtain national audit reports when published and circulate as appropriate liaising with senior clinical leads to plan dissemination of findings locally, work in liaison with Senior QI Facilitator /Deputy Manager to inform audit plans.
  • Monitor the submission of national audit action plans and monitor the status of the actions ensuring all are completed and the action is closed as per the requirement of the Trust Clinical Audit Policy.
  • Report and inform on the benchmarking data as provided in the National Report.

RECORD KEEPING COMPLIANCE AUDIT PROGRAMME

  • Assist with the Record Keeping Audit programme in conjunction with QICA Dept staff to ensure that any work including final presentations are completed in a timely manner as per the programme dissemination schedule.

LEARNING AND DEVELOPMENT

  • Prioritises their own workload within agreed objectives deciding when to refer to others as appropriate. Liaise with Senior QI Facilitator/Deputy Manager regularly to report progress seeking advice as appropriate and report any problems or additional needs for support.
  • Propose changes to own work and service, informing policy and making recommendations for more effective delivery.
  • Keep up to date with current developments relating to all aspects of QI/Clinical Audit publications.
  • Takes responsibility for own professional development demonstrating the ability to undertake self-directed study and or formal learning opportunities in order to develop and maintain competence within service area.
  • In agreement with their line manager carries out such other duties as may be reasonably expected in accordance with the grade of the post.

 CLINICAL & PROFESSIONAL RESPONSIBILITIES

  • You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles for data usage and security. Comply with Departmental policies

TEACHING & TRAINING RESPONSBILITIES

  • Keep up to date with all mandatory training requirements as appropriate.
  • Undertake an annual appraisal and take responsibility for own personal development.

 GENERAL DUTIES 

  • To observe the provisions of and adhere to all Trust policies and procedures.
  • To actively participate in the annual performance review to identify personal development needs 
  • To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
  • To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”.  You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
  • To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
  • The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
  • All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
  • You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
  • To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines.
  • All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous
  • In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role.  The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work.  Infection prevention and control must be included in any personal development plan and/or appraisal.
  • To adhere to relevant Code of Practice of Professional body (if appropriate)
  • The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site. 
  • The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
  • To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the gov.uk website. Hard copies are available from the HR Department on request.

Person specification

Qualifications

Essential criteria
  • English & Maths to GCSE grade 9 to 4 or equivalent qualification / experience
  • NVQ level 3/4 in Business Administration or equivalent experience
  • Educated to Diploma level or equivalent experience
  • IT qualification or equivalent experience
  • Must be willing to participate in any relevant training identified to develop skills required to carry out duties

Knowledge & Experience

Essential criteria
  • Experience of working in a senior administrative post or equivalent
  • Experience of managing projects: planning, delivery, review and status reporting through to dissemination, formal report and closure
  • Thorough understanding of GDPR and Caldicott Principles in the healthcare setting
Desirable criteria
  • QI-Clinical Audit experience
  • Previous experience of working within NHS

Skills

Essential criteria
  • Excellent organisational skills
  • Be flexible in their approach to work and have the ability to adapt to new situations
  • Highly proficiency in Microsoft Office Professional (Word, Power point, Access and Excel)
  • Work effectively within a multidisciplinary and multi-professional team
  • Be able to demonstrate an understanding of the principles of clinical audit
  • Ability to work without direct supervision, prioritising work and acting on own initiative where appropriate; pre-empting problems and working to solve them in an appropriate manner
  • Attention to detail and accuracy
  • Ability to develop effective written and verbal communication systems
  • Ability to negotiate and influence senior clinical staff
  • Ability to be flexible and adapt to challenging milestones
  • Ability to translate national guidance into local guidance
  • Ability to analyse larger volumes of data and provide summary reports for dissemination
  • Experience and ability to challenge senior colleagues in order to deliver improvements across the Trust
Desirable criteria
  • Familiarity with Medical Terminology

Other

Essential criteria
  • Sensitive to the needs of others and has an awareness and responsiveness to other people’s feelings and needs
  • Values differences; regards people as individuals and appreciates the value of diversity in the workplace
  • Able to work as part of a team, co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate
  • Able to develop, establish and maintain positive relationships with others, both internal and external to the organisation
  • Able to work under pressure, dealing with peaks and troughs in workload
  • Positive attitude to dealing with change: be flexible and adaptable; willing to change and accept change and to explore new ways of doing things and approaches
  • Highly motivated and reliable
  • Has a strong degree of personal integrity; able to adhere to standards of conduct based on a sense of right and wrong and be dependable and reliable
  • Demonstrates values consistent with those of the Trust
  • Ability and willingness to adopt a flexible approach to work on the occasions it may be required.
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Applicant requirements

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here. It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here. Not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, check if you’re eligible to apply for the Health and Care Worker visa instead. It’s cheaper to apply for and you do not need to pay the annual immigration health surcharge

Documents to download

Apply online now

Further details / informal visits contact

Name
Janice Feeney
Job title
Senior QIF/Deputy QICA Manager
Email address
Janice.Feeney@sthk.nhs.uk
Telephone number
0151 430 2190
Additional information

Jill Ratcliffe

QICA Manager

Jill Ratcliffe@sthk.nhs.uk

0151 430 2315