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Service Improvement Administrator

131 Psalter Lane, Sheffield, S11 8UX

£24,000 per annum

Full Time


The role of Service Improvement Administrator at One Health Group (OHG) will support the administrative function of the business by carrying out the required tasks to ensure the day-to-day running of the department can function efficiently, without interruption to the delivery of our service. Key responsibilities of the role include pulling monthly reports and inputting data into the relevant systems, supporting the onboarding of new surgeons, collecting data and keeping trackers up-to-date to show progress of key governance information, preparing information for internal governance meetings, as well as collecting patient feedback and having oversight of our social media groups. The role may require some travel to outreach clinics to support with chaperone cover or collection/delivery of stock, as well as off-site audits to be undertaken, so the post holder will be required to drive and have access to a vehicle.

Duties and responsibilities

Oversight of Radar complication submissions – to be familiar with OHG incident reporting system (Radar) and provide training to newly onboarded clinicians.

Monthly clinical reporting; including patient numbers, surgical complications and inputting of data into MI Dashboard – running monthly reports as required in line with the department’s reporting schedule.

Onboarding of new clinicians – to collect key governance documentation and update the relevant trackers in order to monitor progress, before obtaining sign-off from the Clinical Governance Lead to proceed.

Practicing privileges (PP’s) at hospitals for clinicians – processing requests to obtain PP’s for our clinicians at our hospital partners and liaising with key hospital staff to see this through to completion.

Producing Consultant appraisal information – ad hoc requests from clinicians to be processed to assist with their individual annual appraisals.

Preparation of specialty audit meetings and MDTs – to pull the relevant governance data and create presentations for the meetings held every 4 months.

Preparation of monthly spinal fusion MDT’s – sending the list of patients for discussion to spinal surgeons prior to the meeting and to ensure all outcomes are obtained following each meeting.

Preparation of Senior Management Team (SMT) meetings – pulling and sending governance data for key performance indicators, for bi-weekly SMT meetings.

Audits – to carry out regular audits in line with OHG’s audit schedule and ad hoc audits as required, when instructed.

Collection of annual outcome data (via Audit meetings) – coordinating the annual returns and making them available for specialty audit meetings for peer review.

British Spine Registry (BSR) input and monthly reports – this is a key function within the department which ensures compliance with national requirements for spinal surgery.

Patient satisfaction data/patient reviews – to coordinate the collection of patient satisfaction questionnaires and respond to patient reviews and comments, highlighting any concerns.

Management of Facebook groups – OHG have multiple forums for patients to network and obtain support from peers which need monitoring and relevant queries to be responded to.

Obtaining marketing information for newly onboarded clinicians for the website – this information is to be collected and sent on to IT to process.

Chaperone cover arrangement for clinics – coordinating staff cover for all outreach clinics and supporting with clinic cover when required.

Annual declaration forms – to be sent out annually to all clinical staff and ensure all responses are noted and saved, with non-compliance being escalated.

Collection of NICE guidelines and Safety Alerts – alerts to be tracked and circulated to all relevant clinical staff.

Processing of Subject Access Requests (SARs) – requests to be processed in line with information governance regulations and sent securely to the relevant source.

Arranging mandatory training for employed surgeons – this is an annual requirement and requires enrolling surgeons in the necessary training to ensure this is completed and evidenced.

To provide cross-cover to the wider department to ensure deadlines are met.

To carry out any ad hoc duties as required by management.

Key skills and behaviours

• To respect and adhere to the organisations culture and values.

• Able to build good working relationships with peers.

• Strong team player with a focus on achieving the department’s goals.

• Strong organisation skills and ability to manage time effectively to meet deadlines.

• Work flexibly to meet the demands of the job.

• Promote a positive image.

• Self-motivated, pro-active and able to use own initiative.

• Good verbal and written communication skills.

• Accurate data inputting skills.

• Ability to assemble, interpret and present information to a wider audience.

• Ability to prioritise and deliver on time against a background of changing demands.

• Ability to remain calm and juggle competing priorities.

• I.T. literate and able to use a range of software such as Microsoft Office programs.

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