Job Description

Band 3

Main area

Quality and Patient Safety

Grade

Band 3

Contract

Permanent

Hours

Full time - 37.5 hours per week (8-4 daily)

Job ref

343-7485353-FM-SC-VCG

Site

Cross site

Town

Carshalton

Salary

29,651 - 31,312 Pa incl HCAS Outer pro rata

Salary period

Yearly

Closing

23/01/2026 23:59

At Epsom and St Helier Hospitals, above all we value respect. We put respect at the heart of all we do, by living up to our shared behaviours of kindness, professionalism, positivity and teamwork. This enables us to provide great patient care and make ESTH a great place to work. When you sign up to work with us, you sign up to this and we welcome applicants who share our values.

Job overview

The post holder will assist the provision of the highest quality patient care through dedicated administrative and clerical support to the quality co-ordinator/co-ordinators supporting continuous quality improvement.

Main duties of the job

They will support all administrative and clerical requirements relating to the development and implementation of governance processes (including clinical, non-clinical and corporate) within the Division to ensure that the Trust has a comprehensive framework to continuously monitor and improve the quality of care provided.

Working for our organisation

St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).


After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

Detailed job description and main responsibilities

To work as part of a directorate management team assisting the quality co-ordinator/co-ordinators and Divisional Clinical Quality Lead with clerical and administrative duties to support the development and implementation of governance processes (including clinical, non-clinical and corporate) within the directorate To co-ordinate and minute Divisional and Speciality governance meetings ensuring the timely circulation of agendas, minutes of meetings and action notes To enter risk management assessments as agreed on the Trust risk management database and maintain a comprehensive file of risk management assessments To submit datix's when required To ensure that, at all times, the Divisional risk register is in date advising the quality co-ordinator/co-ordinators of due dates for assessment and review To oversee the tracking of Learning Responses to ensure they are completed and submitted in a timely manner escalating delays to the quality co-ordinator/co-ordinators To maintain a comprehensive electronic filing system To develop systems to support the tracking and timely completion of actions from learning responses To run reports from the datix system as required and to update incidents following incident review meetings To support clinical audit work and Quality Half days as requested by the Quality co-ordinator/co ordinators To be responsible for the collection of data from the Trusts electronic data collection systems, populate reports for quality meetings engaging with the relevant stakeholders to supply information for the specialities. To prepare power point presentations and be responsible for the data collection for the Divisional Learning From Incidents Quarterly News Letter To support in the administration of policies, SOPs and guidelines

Person specification

#

Experience

Essential criteria

Patient administration systems. Proficiency in Microsoft Office (Word, Excel, Outlook) and publication software Strong communication and organisational skills Ability to work independently and as part of a team Experience using Datix or similar risk management systems Experience of communicating with service users and their families/carers Experience of supporting a wide stakeholder group with administrative tasks

Desirable criteria

Previous experience in an administrative quality governance role #

Knowledge and skills

Essential criteria

The ability to prioritise tasks effectively Knowledge of databases, spreadsheets e.g. Excel or similar applications. Knowledge of confidentiality and data protection principles Knowledge of health and safety Knowledge of NHS policies and procedures Basic understanding of The Patient Safety Strategy and the Patient Safety Incident Response Framework Knowledge of FOI and SAR process

Desirable criteria

Knowledge of Duty of Candour Staff and Family Engagement #

Qualifications and Training

Essential criteria

GCSEs in English and Maths (or equivalent) NVQ 3, or equivalent Evidence of continuing professional development with a focus on quality and governance

Desirable criteria

ECDL or equivalent.

Your recruitment team

The NHS South West London Recruitment Hub is your dedicated recruitment team, here to support you at every stage of the process. If you have a query, please contact us:

E:

krft.askrecruitment@nhs.net

Your application

Please ensure your supporting statement clearly reflects the

job description

and

person specification

, as shortlisting will be based on these criteria.



Please refer to the latest UKVI guidance and ensure you have the appropriate right to work before applying for this role.

Use of Artificial Intelligence

We kindly ask that you avoid using AI tools to draft your application. We value authentic, individual responses that reflect your own experience and communication style.

References

Please provide a minimum of

3 years' employment and/or education history

, including

professional email addresses

(not personal accounts such as Hotmail or Gmail). If you cannot provide these, please inform the interview panel to avoid delays in pre-employment checks.

Closing date

To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.

Shortlisting

If you are successfully shortlisted, you will be contacted by

email or SMS

from the South West London Recruitment Hub. Please check your registered TRAC email regularly.

Application feedback

If you do not hear from us within

four weeks of the closing date

, please assume your application has not been successful on this occasion.

Safeguarding and DBS Checks

We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an

Enhanced Disclosure and Barring Service (DBS) check

will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.

Employer certification / accreditation badges

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Application numbers

This vacancy may have an application cap, so please apply promptly to avoid disappointment. Ensure your supporting statement clearly shows how you meet the job specifications.