Team Administrator & Incident Alerts

Transformationunitgm; Worthing; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare organization in Worthing is seeking a highly organized administrator to join their Clinical Governance Team. Responsibilities include processing incident forms, producing reports, and managing sensitive information. Ideal candidates should have administrative experience, good document presentation skills, and an understanding of NHS protocols. Supportive workplace culture with a focus on professional development, flexible working options are available.

Qualifications

• Significant experience of working as an administrator or data inputting.
• Experience of producing documents to a high standard of presentation with good accuracy.
• Experience of maintaining detailed complex database and spreadsheet information.
• Experience of managing sensitive information, including patient safety incidents.

Responsibilities

• Provide efficient administrative service to the Clinical Governance Team.
• Process and quality check web-based incident forms daily.
• Monitor and update notification rules on the risk management system.
• Support colleagues in the use of the incident database.

Skills

Excellent communication and interpersonal skills

Ability to work on own initiative

Ability to deal with emotionally sensitive material

Prioritization skills

Education

Good standard of secondary education; GCSE at Grade C or above

Job description

We’re looking for people who share our values of compassion, accountability and optimism to help us provide high quality care for the patients, carers, families and communities we serve. We specialise in NHS mental health and learning disability services and we’re proud to make a difference every day.

At SPFT we put people first. We’ll do everything possible to help you feel respected, valued and included. You’ll have opportunities to learn, grow and gain new experiences to support your career, with access to lifelong learning and professional development.

We actively promote flexible working and understand how important work life balance is, especially in healthcare. Whether it’s part time hours, hybrid working or flexible start and finish times, we’ll explore what works for you and the role.

We recognise that AI is becoming part of daily life and you may choose to use it to help prepare your application. We welcome innovation but ask that anything you submit reflects your own abilities, experience and voice. AI can support how you describe your skills and experience, but it should never replace your own words as we want to get to know you.

We’re shaping a workplace where ideas are encouraged, technology supports you and everyone has a voice in how we improve. If that sounds like the kind of organisation you want to be part of, we’d love to hear from you.

Job overview

We are seeking a highly organised and detail‑oriented administrator to join the Clinical Governance Team. This is a Trust‑wide role that involves ensuring the accurate processing and quality assurance of incident forms, resolving data issues, managing alerts, and maintaining notification rules.

The post holder will also be responsible for monitoring the shared mailbox, producing accurate reports, supporting colleagues with the incident database, and uploading data to national reporting systems.

As part of the Clinical Governance team, you will handle sensitive information in accordance with data protection requirements and contribute to compliance and governance activities across the organisation.

Main duties of the job

The post holder is responsible for;

Provision of an efficient and effective administrative service that enables the Clinical Governance Team to support the delivery of high-quality patient care, to include -

• Processing and quality checking of web-based incident forms on a daily basis.
• Contacting services for missing or inaccurate data and where necessary, updating the forms with the correct information
• Assisting with the receipt, acknowledgement & processing of alerts from the Central Alert System.
• Monitoring and updating notification rules on the risk management system to ensure relevant staff are notified and can access incidents.
• Monitoring the Ulysses email box, actioning where suitable and appropriately.
• Providing cover as required for other team processes.
• Supporting colleagues in the use of the incident database.
• Uploading data to the National Patient Safety Agency, National Reporting and Learning System (NRLS) or their equivalents when required.
• Producing quality checked reports from the database when required.
• Responsible for retrieving, printing, filing and emailing electronic Incident forms when requested.
• Undertaking general clerical duties within the Clinical Governance team.
• To be a key member of the team and work to support ongoing activities ensuring timely compliance with all current and future work streams.
• Receive sensitive information and comply with data protection and information governance requirements.

Working for our organisation

We provide mental health and learning disability care for children, young people and adults across Sussex and for children in and young people in Hampshire.

Working in Sussex and Hampshire:

• Travel easily between coast and countryside, with a blend of picturesque villages and seaside towns.
• Enjoy a range of beautiful rural settings and bustling city locations.
• With easy access to Gatwick and Heathrow and excellent railway links across the UK there is plenty of opportunity and adventure.

Detailed job description and main responsibilities

Please see main duties of the job above and attached job description and person specification for further information.

Person specification

Qualifications

• Good standard of secondary education; GCSE at Grade C or above.

Knowledge / Experience

• Significant experience of working as an administrator / data inputting.
• Experience of producing documents to a high standard of presentation with good accuracy.
• Experience of maintaining detailed complex database and spreadsheet information.
• Experience of managing sensitive information, including incident data and patient safety incidents, in line with governance protocols.
• Experience of working within the NHS
• Knowledge of medical, psychological and/or mental health terminology.

Skills

• Excellent communication and interpersonal skills, ability to create and maintain effective working relationships.
• Ability to work on own initiative and prioritise own workload.
• Ability to deal with emotionally sensitive and challenging material.
• Ability to be able to deal with conflicting demands.

SPFT is committed to building a workforce that reflects the communities we serve. We particularly welcome applications from people from Black, Asian and Minority Ethnic backgrounds and from disabled candidates, as these groups are currently underrepresented.

Successful candidates are normally appointed to the bottom of the pay scale unless previous NHS experience in a similar role can be evidenced.

SPFT takes its responsibilities for safeguarding children, young people and adults at risk very seriously. We expect all staff and bank workers to share this commitment and complete the relevant safeguarding training for their role.

If you have not heard from us within three weeks of the closing date, please assume your application has been unsuccessful. However, we’ll always do our best to keep you informed as we know how much time and care goes into applying for a role.

In the event of a high number of applications, we may close this vacancy early.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.