Governance administrator

Duties and Responsibilities Key results from the job holder To be conversant with Microsoft packages, specifically Outlook, Word, Excel, PowerPoint and Publisher. Responsible for the production and despatch of own correspondence on routine matters regarding Patient Information, procedural documents and Translation Service issues. Responsible for producing and maintaining templates relating to Patient Information Leaflets (PIL s) and procedural documents. Responsible for assisting the Head of Compliance in the collection of data/information to produce reports in written and graphical format. To ensure reports are produced to strict deadlines and are presented to relevant trust committees where necessary. Responsible for ad hoc project work to assist the Head of Compliance. Responsible for the planning, co-ordinating, and all administration of the Trust Patient Information, procedural documents and Translation Systems Responsible for working alongside the project manager and divisions to develop their patient information and policy, ensuring that they meet aims, risks and benefits Responsible for working with teams throughout the Trust in order to make sure they have effective and appropriate use of the translation service Planning and Organisational Duties Responsible for the maintenance of databases used for monitoring patient information leaflets, procedural documents and use of the translation service. Responsible for the coordination and liaising with the divisions and the Translation company in the translation of patient documents and ensure they are sent to patients in a timely manner. Responsible for uploading information to the intranet and internet web pages in relation to patient information and procedural documents. Responsible for the production of monthly reports relating to Patient Information Leaflets, Procedural Documents and Translations to highlight compliance and horizon scanning for use by Divisions Working with the Project Manager to undertake the Annual Audit of Patient Information Leaflets to comply with the patient information policy and SOP Communications and Key Working Relationships Responsible for ensuring that the most current templates are available for use by Divisions. Responsible for liaising with Lay readers and Proof-readers to aid production of PIL s. Responsible for liaising with Divisional Governance in relation to PIL s. Responsible for liaising with Divisional Leads relating to approval of translation costs. Responsible for liaising with other members of the team to ensure smooth running of the PPI department Responsibility for Finance Responsible for producing and maintaining a paper-lite system by using electronic filing systems for all PIL correspondence. Responsible for ensuring all invoices relating to translation services are signed off and approved by the Divisional Directors of Performance Responsibility for Human Resources Responsible for complying with Trust Policies and Procedures including the Code of Conduct. Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the trust. The records may be paper, electronic, audio or other media formats, x-ray images. The range of duties and responsibilities outlined above are indicative only and are intended to give a broad scope of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder. Responsibility for Health Safety Compliance with the Health Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions Responsibility for Teaching Responsible for education as required by the wider Governance team Work Circumstances on-call This role is only required to work during standard office hours, Monday to Friday