Job summary

The prime objectives of this role will be to maintain the Trust Registered Document Library on behalf of the Trust. This will involve updating databases and dashboards, and producing progress reports for the Trusts clinical and Corporate Divisions and to record and action and information Governance incidents that come through via the Datix incident reporting system

Main duties of the job

The postholder will also be responsible for the coordination and maintenance of the Document Registration database

Liaising with the Divisions to ensure their registered documents such as policies, guidelines and Standard Operating Procedures are up to date and any superceded documents are archived

About us

Here at NHS Professionals, we run England’s largest NHS staff bank and are experts at putting people in places to care. Every year we help thousands of dedicated and highly skilled NHS workers enjoy better career opportunities, more flexible shifts, and a healthier work-life balance across our partnered Trusts.

Career Progression access to Learning & Development opportunities, so that you can take on new roles and challenges

Work-life Balance flexible shifts, committed shifts, wellbeing resources and build paid annual leave

Opportunity & Access over 50 partner NHS Trusts to give you the flexibility of choice to work how and where you want

Date posted

16 January 2023

Pay scheme

Other

Salary

£10.90 an hour

Contract

Bank

Working pattern

Flexible working

Reference number

M0042-PO-ESNEFTBANK

Job locations

Ipswich Hospital

Heath Road

Ipswich

IP4 5PD

Job description

Job responsibilities

Maintaining the Policies and Guidelines section of the staff intranet by uploading/removing documents when requested

Attend virtual meetings including the Policy Group and provide administrative support such as Action Logs, minutes etc

Produce compliance reports and update the Accountability Framework on behalf of the IG team in relation to policy and incident compliance

Incidents

Record any Datix IG incidents that are received onto the IG Teams Breach Register

Liaise with departments to ensure Datix incidents have been logged correctly by departments and are actioned and closed accordingly

Bring any potential serious IG incidents to the attention of the Trusts Data Protection Officer or the Deputy Information Governance Manager

Produce compliance reports and update the Accountability Framework on behalf of the IG team in relation to policy and incident compliance

All Clinical and Non-clinical staff:

To be responsible for complying with Trust Infection Control policies and clinical guidelines.

To prepare and actively participate in Trusts annual Performance Development Review process and progress reviews.

Ensure training and development needs detailed in your personal development plan are followed up and the effectiveness of the acquired training and development evaluated in term of self, patient and service.

To be responsible for the quality of data recorded. The data should be accurate, legible (if hand written), recorded in a timely manner, kept up to date and appropriately filed.

All employees must comply with the Ipswich Hospital NHS Trust Equal Opportunities and Diversity Policy and must not discriminate on the grounds of gender, gender reassignment, colour, race, ethnic or national origins, marital status, age, disability, sexual orientation or religious belief.

Employees have a responsibility to themselves and others in relation to managing risk, health

and safety and will be required to work within the policies and procedures laid down by the Ipswich Hospital NHS Trust. The Trust seeks to establish a safe and healthy working environment for its employees and operates a non-smoking policy.

All employees have the right to work in an environment which is safe and to be protected from all forms of abuse, violence, harassment and undue stress. All employees are responsible for helping to ensure that individuals do not suffer harassment or bullying in any form. All employees will be personally accountable for their actions and behaviour in cases of complaint of harassment or bullying.

Job description

Job responsibilities

Maintaining the Policies and Guidelines section of the staff intranet by uploading/removing documents when requested

Attend virtual meetings including the Policy Group and provide administrative support such as Action Logs, minutes etc

Produce compliance reports and update the Accountability Framework on behalf of the IG team in relation to policy and incident compliance

Incidents

Record any Datix IG incidents that are received onto the IG Teams Breach Register

Liaise with departments to ensure Datix incidents have been logged correctly by departments and are actioned and closed accordingly

Bring any potential serious IG incidents to the attention of the Trusts Data Protection Officer or the Deputy Information Governance Manager

Produce compliance reports and update the Accountability Framework on behalf of the IG team in relation to policy and incident compliance

All Clinical and Non-clinical staff:

To be responsible for complying with Trust Infection Control policies and clinical guidelines.

To prepare and actively participate in Trusts annual Performance Development Review process and progress reviews.

Ensure training and development needs detailed in your personal development plan are followed up and the effectiveness of the acquired training and development evaluated in term of self, patient and service.

To be responsible for the quality of data recorded. The data should be accurate, legible (if hand written), recorded in a timely manner, kept up to date and appropriately filed.

All employees must comply with the Ipswich Hospital NHS Trust Equal Opportunities and Diversity Policy and must not discriminate on the grounds of gender, gender reassignment, colour, race, ethnic or national origins, marital status, age, disability, sexual orientation or religious belief.

Employees have a responsibility to themselves and others in relation to managing risk, health

and safety and will be required to work within the policies and procedures laid down by the Ipswich Hospital NHS Trust. The Trust seeks to establish a safe and healthy working environment for its employees and operates a non-smoking policy.

All employees have the right to work in an environment which is safe and to be protected from all forms of abuse, violence, harassment and undue stress. All employees are responsible for helping to ensure that individuals do not suffer harassment or bullying in any form. All employees will be personally accountable for their actions and behaviour in cases of complaint of harassment or bullying.

Person Specification

Qualifications

Essential

  • Good educational background consisting of a minimum of 5 GCSEs/O levels including English and maths
  • Good IT skills

Experience

Essential

  • Experience of implementation of policies and procedures
  • Working with confidential information

Desirable

  • Delivering training or presentations
  • Working in the NHS/ Good understanding of NHS information/data standards

Personal Skills

Essential

  • Excellent interpersonal skills to deal sensitively with members of the Trust
  • Meticulous attention to detail and ability to follow procedures closely
  • Excellent communication skills and ability to liaise with the public and staff at all levels
  • Positive and flexible attitude
  • Ability to work calmly under pressure
  • Ability to prioritise and work to deadlines
  • Ability to work effectively with minimum supervision
  • Assertiveness/ability to deal with difficult people and situations
Person Specification

Qualifications

Essential

  • Good educational background consisting of a minimum of 5 GCSEs/O levels including English and maths
  • Good IT skills

Experience

Essential

  • Experience of implementation of policies and procedures
  • Working with confidential information

Desirable

  • Delivering training or presentations
  • Working in the NHS/ Good understanding of NHS information/data standards

Personal Skills

Essential

  • Excellent interpersonal skills to deal sensitively with members of the Trust
  • Meticulous attention to detail and ability to follow procedures closely
  • Excellent communication skills and ability to liaise with the public and staff at all levels
  • Positive and flexible attitude
  • Ability to work calmly under pressure
  • Ability to prioritise and work to deadlines
  • Ability to work effectively with minimum supervision
  • Assertiveness/ability to deal with difficult people and situations

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.