Administrator - Independent Maternity Review

Job description

Job summary

This vacancy is advertised as a time-limited opportunity is expected to be undertaken on a secondment basis.

Before applying, employees must discuss the opportunity with their current line manager to confirm whether they may be released from their substantive role if successful. Release to undertake a secondment is not an automatic entitlement and must be agreed by all relevant parties: the employee, their current line manager, and the recruiting line manager.

University Hospitals Sussex is the subject of an important Independent Maternity Review (IMR), commissioned by the Department of Health on behalf of the Secretary of State. This is due tocommencein October 2026 and is expected to last at least 3 years. The review will examine approximately 1,000 cases of stillbirths, neonatal deaths, maternal deaths, neonatal harm due to severe brain injury and severe maternal harm dating back to at least 2018 to understand what happened, reach conclusions on the care provided, provide answers for families and identify learning for the organisation and wider NHS. The review is, by its' very nature, extremely sensitive and politically charged. The impact is expected to be significant for the families at the heart of the review, current and paststaffand the wider organisation. In parallel, the Trust is the subject of an active police investigation - Operation Bramber.One team will support both programmes of work.

Main duties of the job

Working to theBusiness Managerfor the IMR, the post holder will play a critical role in the Trust contact centre. The contact centre will be the single point of information forpeople needing information about the review - this may be families or members of the public, the IMR team, thepoliceor other stakeholders. They will ensure there is a robust approach to tracking,allocatingand responding to information requests from the IMR Chair and her team and the Police. They will also support routine day to day processes to service the reviewsegorganising meetings, collating papers and ensuring there is a robust audit trail of decision making and sign off processes for checking accuracy and completeness of information sent outside the organisation. Diligent attention to detail is essential to ensure the Trust meets its obligation andprovides professional customer service.Sensitive and empathetic communication with families contacting the Trust will be essential.
Team Management

Help develop induction materialsand set up processes for new members of the Teamsuch as keycontacts, IT logins, ESR and

ID Provide diary management to members of the team

About us

Working for our organisation

At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer abuddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.

Candidate Pack

Job description

Job responsibilities

Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.

If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.

Operational Management

Monitorsharedinboxesanddirectenquiriestotheappropriateteammember or corporate team.

Respond to phone calls to the contact centre,takingaccuratenotes of the ask, urgency,dateand source of the request.

Provide an administrative service to the regular team meetings and panel meetings preparing agendas,papersand documenting actions rigorously.

Maintaindocumentlibrariesandsharedfolders,includingSharePoint and NHSE procured information sharing systems needed to service the IMR and Police processes.

Under the direction of the business manager, upload information to internal and shared electronicsystems,includingEgress,Holmes,Badgernet,andMicrosoftOffice.

Set up, populate and check the database used to record, date,allocateand close requests for information and any escalations from the review team and the Police

Contribute to review and iterative improvements in the Trusts processes over the lifetime of the review and investigations

Contribute to development and maintenance of the risks and issues logs and take ownership of mitigating relevant risks or issues.

Work with the Quality Director, Quality Leads and the teams in Women and Childrens Services to ensure any information to be sent outside the organisation has been through a checking process for accuracy and completeness

Work with communications and Digital to ensure induction documents and guides to Trust IT and Digital Systems are developed for the IMR Team.

Support the Programme Manager to track down progress on actions in the delivery plan and flagwhere a deadline is at risk promptly.

Liaise with Estates, Maintenance, Medical Electronics, and IT to resolve problems. Ensuring any repairs, servicing and maintenance requirements are reported to ensure broken equipment, fixtures, fittings, and medical devices are dealt within a timely mannerandappropriate documentationis completed.

Reporting

Under the direction of the businessmanager,extractstatisticsused forreportsonbehalfofthecoreteam

Under the direction of the business manager, help collateinformation forpresentationsand otherdocumentsusingappropriate word processing systemsinanefficient,accurateand timelymanner

Monitor compliance with agreedturn aroundtimes for submission of data and escalate risksof missing deadlinesto theBusiness Manager andQuality Director.

Finance and Procurement

Under the direction of the Business Manager, processinvoicesraise purchase orders via the internal finance system.

ComplywithTrustpoliciesandprocesseswithinanyfinancialandlegalconstraints.

Monitorandtrackorders,ensuringalldocumentationiscompletedaccuratelyand updated regularly.

Collaboratewithfinanceandprocurementcolleaguestoinvestigateand resolve issues asrequired.

Assistwithorderingandgoodsreceipting,ensuringcompliancewithTrustpolicy,specifically:

Completingallfinancialdocumentationcorrectly

Includingcontractreferencesonallcorrespondence

Ensuringinvoicesareprocessedandpaidaccuratelyandontime

TrackingordersandliaisingwithProcurementtoresolveanyissues

Please add Job description

Job description
Job responsibilities

Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.

If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.

Operational Management

Monitorsharedinboxesanddirectenquiriestotheappropriateteammember or corporate team.

Respond to phone calls to the contact centre,takingaccuratenotes of the ask, urgency,dateand source of the request.

Provide an administrative service to the regular team meetings and panel meetings preparing agendas,papersand documenting actions rigorously.

Maintaindocumentlibrariesandsharedfolders,includingSharePoint and NHSE procured information sharing systems needed to service the IMR and Police processes.

Under the direction of the business manager, upload information to internal and shared electronicsystems,includingEgress,Holmes,Badgernet,andMicrosoftOffice.

Set up, populate and check the database used to record, date,allocateand close requests for information and any escalations from the review team and the Police

Contribute to review and iterative improvements in the Trusts processes over the lifetime of the review and investigations

Contribute to development and maintenance of the risks and issues logs and take ownership of mitigating relevant risks or issues.

Work with the Quality Director, Quality Leads and the teams in Women and Childrens Services to ensure any information to be sent outside the organisation has been through a checking process for accuracy and completeness

Work with communications and Digital to ensure induction documents and guides to Trust IT and Digital Systems are developed for the IMR Team.

Support the Programme Manager to track down progress on actions in the delivery plan and flagwhere a deadline is at risk promptly.

Liaise with Estates, Maintenance, Medical Electronics, and IT to resolve problems. Ensuring any repairs, servicing and maintenance requirements are reported to ensure broken equipment, fixtures, fittings, and medical devices are dealt within a timely mannerandappropriate documentationis completed.

Reporting

Under the direction of the businessmanager,extractstatisticsused forreportsonbehalfofthecoreteam

Under the direction of the business manager, help collateinformation forpresentationsand otherdocumentsusingappropriate word processing systemsinanefficient,accurateand timelymanner

Monitor compliance with agreedturn aroundtimes for submission of data and escalate risksof missing deadlinesto theBusiness Manager andQuality Director.

Finance and Procurement

Under the direction of the Business Manager, processinvoicesraise purchase orders via the internal finance system.

ComplywithTrustpoliciesandprocesseswithinanyfinancialandlegalconstraints.

Monitorandtrackorders,ensuringalldocumentationiscompletedaccuratelyand updated regularly.

Collaboratewithfinanceandprocurementcolleaguestoinvestigateand resolve issues asrequired.

Assistwithorderingandgoodsreceipting,ensuringcompliancewithTrustpolicy,specifically:

Completingallfinancialdocumentationcorrectly

Includingcontractreferencesonallcorrespondence

Ensuringinvoicesareprocessedandpaidaccuratelyandontime

TrackingordersandliaisingwithProcurementtoresolveanyissues

Please add Job description

Person Specification

Experience/ Qualifications

Essential

• NVQ Level 3 or Diploma or have equivalent experience demonstrated in a similar post.
• GCSE English and Maths
• RSA III Typing
• Experience of working in the NHS in administration or clerical roles
• Good skills in the use of Excel and developing monitoring systems.
• Experience in delivering service improvement.
• Knowledge of interpreting statical data and report writing
• Knowledge of a range of work procedures and practices in relation to HR
• Knowledge of a full range of administrative systems
• Knowledge of medical terminology
• Ability to independently assess situations and to identify necessary resources to solve problems.
• Excellent problem-solving skills
• Proven track record demonstrating ability to make timely and effective decisions.

Desirable

• Experience of working with MDT teams
• ECDL qualification

Skills

Essential

• Extensive and demonstrable knowledge and experience of the full range of administrative systems, IT software programmes to include all Microsoft application (word, excel, Teams, email, and spreadsheets).
• Ability to work to deadlines
• Effective communication skills
• Excellent organisational skills

People Management and Development

Essential

• Able to exercise own initiative when dealing with complex issues within own areas of competence and developing innovative solutions to problems.
• Able to communicate at all levels ranging from administrative staff to medical staff and clinicians
• Ability to maintain composure during times of extreme pressure.
• Able to present complex information clearly to colleagues at all levels.
• Ability to plan and organise the configuration of rotas. Able to plan, organise and formulate rotas.
• Ability to develop standards for use within the directorate, guidance, policies, and procedures relating to the management of medical staff absence.
• Experience of inter-organisational and inter-professional working and negotiating.

Equality, Diversity, and Inclusion

Essential

• Demonstrate an understanding of the importance of EDI within a Healthcare setting

Desirable

• Able to communicate at all levels ranging from administrative staff to medical staff and clinicians

Specific Requirements

Essential

• Knowledge and awareness of AF/I confidentiality issues relating to the Data Protection Act and Computer Misuse Ac

Freedom to Act

Essential

• Works autonomously and follows standard procedures and practices

Equality Diversity & Inclusion

Essential

• Evidence of having undertaken own development to improve understanding of equalities issues
• Evidence of having championed diversity in previous roles (as appropriate to role).

Person Specification
Experience/ Qualifications

Essential

• NVQ Level 3 or Diploma or have equivalent experience demonstrated in a similar post.
• GCSE English and Maths
• RSA III Typing
• Experience of working in the NHS in administration or clerical roles
• Good skills in the use of Excel and developing monitoring systems.
• Experience in delivering service improvement.
• Knowledge of interpreting statical data and report writing
• Knowledge of a range of work procedures and practices in relation to HR
• Knowledge of a full range of administrative systems
• Knowledge of medical terminology
• Ability to independently assess situations and to identify necessary resources to solve problems.
• Excellent problem-solving skills
• Proven track record demonstrating ability to make timely and effective decisions.

Desirable

• Experience of working with MDT teams
• ECDL qualification

Skills

Essential

• Extensive and demonstrable knowledge and experience of the full range of administrative systems, IT software programmes to include all Microsoft application (word, excel, Teams, email, and spreadsheets).
• Ability to work to deadlines
• Effective communication skills
• Excellent organisational skills

People Management and Development

Essential

• Able to exercise own initiative when dealing with complex issues within own areas of competence and developing innovative solutions to problems.
• Able to communicate at all levels ranging from administrative staff to medical staff and clinicians
• Ability to maintain composure during times of extreme pressure.
• Able to present complex information clearly to colleagues at all levels.
• Ability to plan and organise the configuration of rotas. Able to plan, organise and formulate rotas.
• Ability to develop standards for use within the directorate, guidance, policies, and procedures relating to the management of medical staff absence.
• Experience of inter-organisational and inter-professional working and negotiating.

Equality, Diversity, and Inclusion

Essential

• Demonstrate an understanding of the importance of EDI within a Healthcare setting

Desirable

• Able to communicate at all levels ranging from administrative staff to medical staff and clinicians

Specific Requirements

Essential

• Knowledge and awareness of AF/I confidentiality issues relating to the Data Protection Act and Computer Misuse Ac

Freedom to Act

Essential

• Works autonomously and follows standard procedures and practices

Equality Diversity & Inclusion

Essential

• Evidence of having undertaken own development to improve understanding of equalities issues
• Evidence of having championed diversity in previous roles (as appropriate to role).

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.

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)
Address

University Hospitals Sussex NHS Foundation Trust

Lyndhurst Road

Worthing Hospital

BN11 2DH

United Kingdom

Employer's website