Service Pavilions

Location Brighton

Cranstoun is a charity empowering people to live healthy, safe and happy lives. Our skilled and compassionate teams work with service users, families and communities, helping them to make positive changes. We offer a wide range of services across England, including community-based outreach, treatment and recovery, detox, supported housing, and specialist services for young people and families and carers. We’ve been making a difference since 1969 by combining our expertise with innovative approaches, and putting people at the heart of what we do.

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Incident Coordinator

JOB DESCRIPTIONJob purpose / Context:

Support Pavilions with incident management and governance To provide effective administrative activities and processes relating to clinical

governance, quality assurance and Care Quality Commission compliance within Pavilions

Develop and maintain an effective incident management system and procedures to ensure timely and effective Serious Incident reporting and investigation, complaints and feedback

Coordinate and monitor complaints and Serious Incident investigation, CQC reporting and local incident review process ensuring monitoring the implementation of recommendation dissemination of lessons learned

Under the direction of the Care Quality Senior Practitioner, the Incident Co-ordinator will be responsible for supporting the development and implementation of effective incident management systems across Pavilions.

Based in Brighton and Hove

Responsible to:City Manager

1. Management Responsibilities

Reporting the City Manager, attend relevant meetings and supervision as directed

2. Accident, Incident and Feedback Coordination

Support the Cranstoun Group to develop and maintain the incident and feedback management system (Datix)

Collation and coordination of all information relating to incident reporting Work with the managers to effectively assess, manage and monitor risks

identified in line with Cranstoun Group Policies Liaise with The Cranstoun Group’s organisational leads, i.e. safeguarding

lead, Health, Safety and Facilities Manager, Clinical Leads Ensure all safeguarding incidents are escalated to the Senior Safeguarding

Officer immediately Coordination of compliments and complaints investigations, reporting on

emerging trends and lessons learned Collate all information relating to complaints and incidents and feedback from

investigations Liaise between direct partners and other agencies where required, ensuring

supporting documentation is provided and timely submission or reports Contribute to the analysis of emerging trends within incident reports

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Attendance at local incident review groups to support the Service Managers with effective monitoring process, timescales or RCA reports and medical reviews where required

3. Datix Administration

Overall responsibility for the management of Datix including but not limited to; Day to day administration of Datix Incident reporting system System configuration Staff support and training SPOC for Liaison with Datix support Setting up and closing off user accounts Create and maintain dashboards Management and development of alert systems and functionality Secure use of Datix in line with information Governance policies

4. External Requests for Information

Maintain a record of all requests for information fro external reviews e.g. DHR, Coroners reports, Serious Case Review and Safeguarding Adult Review.

5. Quality & Effectiveness

Coordinate learning and improvement plans across Pavilions; liaising with the internal Incident Review Groups and attending as required

Quality assure the content of incident and feedback reports in line with the Cranstoun Group Policy and procedures

Liaising with managers in relation to quality assurance and improvements Monitoring the quality of information recorded on Datix in line with Cranstoun

Group Policies Escalating inappropriate reporting on Datix and data breaches

6. Care Quality Commission (CQC) and Quality Standards

Support auditing process, information gathering and bench marking against quality standards, collating information and supporting managers conducting Periodic Service Reviews as directed

Monitor compliance with Statutory Duty of Candour disclosures and CQC mandatory notifications

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7. Reporting & Analysis

Assist with the reporting of incident and feedback trends, providing data and reports as required

Coordination of compliance reporting of improvement planning within Cranstoun Group

Provide support in the production of reports and analysis as requested by City Manager, SMT and Cranstoun Governance Group

Escalation of Serious Incidents in line with the Cranstoun Group Policy

8. Data Protection

To ensure data and records are kept in line with ISO9001;2008/2015 quality \management system and Cranstoun Group Policies

Ensure all data provided for analysis is anonymised, no personal identifiable or personal sensitive information is shared without consent

Ensure any requests for statistical information are approved by the Cranstoun group

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PERSON SPECIFICATIONQualifications & Experience Level 3 Vocational qualification (NVQ, QCF, ILM) in Business Administration or

equivalent Demonstrable skills and experience of working with people from a range of

social, cultural and ethnic backgrounds. Demonstrable experience of database administration, maintenance and

managementAbilities and attributes Ability to deliver a high quality service Ability to work effectively and efficiently within a team Ability to prioritise workload in order to meet targets and deadlines Ability to communicate effectively with a range of audiences Ability to manage a project from an idea through to implementation Diplomatic and team player Flexible, creative and innovative Initiative, tenacity and dynamic Attention to detail Reliable, with an ability to work independently Skills/ Technical Skills Use of Excel at an advanced level High level of experience in the use of excel functions such using

spreadsheets, work books, using functions such as simple formulae, data filters, data sorts, use of graphs and pivot table advantageous

Excellent written, oral and presentation skills to include proficient typing Effective communication skills Administrative, organisational and coordination skills Time management skills Demonstrable experience of using data visualisation tools Understanding of data protection and information governance requirements Demonstrable Experience of coordinating client or patience safety incident

and complaintsKnowledge Awareness of partnership and joint working issues Knowledge and understanding of how the use of data management system

can improve efficiency in the field of substance misuse. Good understanding of CQC requirements and mandatory notifications Experience of conducting incident or complaints root cause analysis

desirable Knowledge of reporting system DATIX or similar desirable Awareness of ISO9001;2008 Diversity Demonstrable understanding, awareness and commitment to the promotion,

and support to all aspects of diversity both in the workplace and external environments

Demonstrable experience of working to policy, procedure and best practice within all aspects of diversity

Commitment to the rights of drug users to determine their own choices.

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