Care Quality Improvement Department

Transcription

1 Job description Job title: Programme coordinator, Falls and Fragility Fracture Audit Programme (FFFAP) Grade: 4 Post number: CLI252 Department: Care Quality Improvement Department Job context: The Royal College of Physicians (RCP) is the professional membership body for physicians, with over 35,000 members and fellows across the globe. Everything it does aims to improve patient care and reduce illness. It conducts examinations, carries out training, education and research activities, delivers quality improvement and patient safety programmes to support clinical teams, and advises the Government and the profession on health and medical matters. The Care Quality Improvement Department of the RCP manages a wide variety of programmes that focus on healthcare improvement and patient safety, and directly aligns to the RCPs strategic intent to improve care for patients. Its activities are grouped into three Units with matrix working across the Department to maximise opportunities for efficiency, sharing intelligence and skills whilst enhancing impact and thus maximising benefit for patients. Shared posts will deliver activities that cut across CQID units to maximize efficiencies. Staff are encouraged to meet at CQID-wide staff meetings, project activities and learning events. There is joint working with wider College teams to deliver other strategic aims such as developing physicians throughout their careers and shaping the future of health and healthcare; particularly with education, policy, research, international, conferences and exams. Business partner models support core functions such as communications, HR, IT and finance. Registered charity no

2 Care Quality Improvement Department Evidence: National guideline development Evidence synthesis Teaching Audit and Accreditation: National clinical audit programmes Clinical Service accreditation schemes Improvement and safety: Health informatics Patient safety programme RCP Quality improvement hub Future Hospital Programme Improving care for patients RCP London is the primary base for most work currently, although some activities will be delivered at the RCPs new Centre of Excellence in Liverpool, RCP North. The work is delivered UK-wide and has some international reach therefore travel, with occasional overnight stays, is required. The Falls and Fragility Fracture Audit Programme Falls and fractures resulting from falls are major public health problems and thus national priorities for action by the NHS. Better outcomes and secondary prevention are included as measures in the public health, social care and commissioning parts of the NHS Outcomes Framework. The Falls and Fragility Fractures Audit Programme (FFFAP) is a high profile national clinical audit that is commissioned by the Healthcare Quality Improvement Partnership (HQIP) on behalf of NHS England and the Welsh Government. The FFFAP consists of three work streams: The National Hip Fracture Database (NHFD), a continuous national clinical audit of acute hip fracture care The Fracture Liaison Service Database (FLSDB), a continuous national clinical audit of secondary fracture and falls prevention The National Audit of Inpatient Falls, a clinical audit of falls prevention in hospitals. All commissioned audits will be included in the centrally funded National Clinical Audit and Patient Outcomes Programme (NCAPOP). Purpose and scope: The role of programme coordinator will be responsible for organising and delivering key aspects of projects or workstreams within the wider programme work, under the direction of the project manager, and working as part of the wider team. The coordinator will ensure that the audit programme s meetings and events, communications activities, helpdesk, reporting and quality improvement work are coordinated effectively; and that support of the wider team and general administrative work is delivered to a high standard. Registered charity no

3 Reports to: Project Manager- FFFAP Direct reports: n/a Works closely with: Internally FFFAP project team: 4 clinical leads, programme manager, 3 project managers, 2 programme coordinators FFFAP governance group (Board and Advisory groups) members and the organisations they represent Operations Director and Clinical Director of Audit and Accreditation as well as colleagues in the wider Care Quality Improvement Department RCP colleagues in policy and communications teams. Externally FFFAP sub-contractors: web-tool developers, analysis providers, etc. Specialist societies (e.g British Orthopaedics Association) Professional bodies (e.g. Chartered Society of Physiotherapists) Patients and carers, and patient charities (National Osteoporosis Society) Care Quality Commission, NHS England, NHS Wales, NHS Scotland NHS Digital Healthcare Quality Improvement Partnership Major responsibilities: 1) Meeting and events: To organise and service audit programme meetings, including team meetings, Programme Board, Executive Group, Advisory Group, Clinical Reference Group, contract/sub-contract review meetings: a. Ensure the smooth running of meetings and events through detailed planning and organisation b. Preparation of agendas, papers and other materials such as PowerPoint presentations and briefings for distribution, at least 10 days ahead of the event c. Sourcing and booking venues and making catering arrangements, including booking AV equipment, teleconferencing or WebEx, stationery as appropriate, d. Arranging travel and accommodation for attendees as necessary e. Processing of expense claims for group members attendance at meetings f. Arranging team attendance at regional, national and international events as required. Registered charity no

4 g. Organising meeting dates as necessary, involving complex coordination of a number of high-level diaries ensuring the quorum for each is available to attend h. Hosting events e.g. testing equipment prior to meeting start, greeting and registering attendees, ensuring housekeeping issues are known e.g. toilet facilities, fire exits etc. i. Complex note taking and the formation of an action log for discussion and agreement with the project manager within 5 days of the meeting / event and subsequent distribution to stakeholders as directed by the project manager. 2) Communication: To coordinate communication activities; implementing, monitoring and updating the audit programme communication plan, including: a. The preparation and dissemination of newsletters, information updates and reminders to a range of audiences, including audit participants (NHS organisations across the UK) to ensure they remain engaged with the audit programme and are aware of its progress and internal colleagues. Many of these communications will be high-level and their accuracy and legitimacy will be crucial to the on-going success of the programme. b. The regular review and updating of the programme s website and intranet pages c. Management and updating of the programme social media platforms including Twitter, Facebook and the RCP blog d. The preparation of report templates and proof-reading written reports, e. Co-ordinating the production of posters and other materials for presentation at scientific conferences and other events f. Attending external meetings and events to maintain engagement by clinical teams and share project news e.g. clinical speciality meetings, audit and healthcare quality improvement meetings to develop and maintain engagement and relationships with key stakeholders and promote the RCP and audit programme as required g. Coordinating with RCP communications to ensure promotion of outputs to mainstream and trade media outlets; managing communication with media in line with RCP policies. 3) Relationships with clinical teams and other stakeholders: a. Recruitment of organisations to take part in the audits. Registered charity no

5 b. Confidence as the first point of contact for the audit programme - exceptional customer service skills are required to process inbox enquiries and provide information and guidance to stakeholders and project participants (including healthcare professionals and sometimes members of the public and/or patients) where able. The co-ordinator must be able to recognise which queries need to be escalated for clinical advice or to the project manager. A comprehensive log of queries, actions and contact details of enquirers must be developed and maintained. c. To process and assess the priority of incoming/outgoing correspondence and forwarding for appropriate attention where necessary. d. Monitoring project s and responding to queries from participant sites or escalating to project manager as required. e. Maintaining the helpdesk ( /telephone) to support audit sites to collect information during periods of data collection. f. Maintaining contact with participant sites to ensure that obstacles to participation are identified and resolved or escalated to the project manager. g. Managing communication to participant sites and involvement with strategies to increase participation. 4) PM support: a. To support the project manager on key activities as and when necessary, this may require dealing with complex/substantial work programmes, with many external customers. b. Liaising with the project manager to identify any deviations from the project plan and budget and identifying any risks and issues. c. To independently manage sub-projects as directed by the project manager. 5) Quality improvement: To coordinate programme quality improvement activities, as directed by the programme clinical leads and programme team, including a. Collating and monitoring a programme-wide quality improvement action plan b. Gathering updates from participating organisations regarding their quality improvement activities and collating them in an appropriate format for future use Registered charity no

6 c. Monitoring quality improvement developments relevant to the audit programme, at national, regional and local levels, and providing regular updates to clinical leads and workstream groups regarding potential opportunities identified. d. Being pro-active in identifying potential opportunities for the audit programme to be represented at relevant conferences and meetings to promote work and stimulate healthcare improvements. e. Learning from, and sharing ideas with, other audit teams in Audit and Accreditation and also more widely across the National Clinical Audit and Patient Outcome Programme. 6) Clinical audit reports and publications: a. Administration around the production of reports, including managing correspondence with outlying sites and liaison between the project teams and RCP functions eg design team and communications team. b. Editing and proof-reading documents in line with the RCP branding and house style guidelines c. Liaison with programme clinical leads, stakeholders and patient and user representatives to ensure adequate consultation on audit outputs d. To work with statisticians / analysts to support data checking and cleaning, and preparation of reports, ensuring data is administered/managed within legal frameworks: General Data Protection Regulation, Information Governance, etc e. To ensure that data collected as part of the programme s audits is monitored and any issues fed back to participating organisations, providing appropriate support (by phone and ) as data collection proceeds. 7) Administration and coordination: a. To undertake / coordinate other administrative duties as required. For example, photocopying, coding and processing invoices after authorisation by project manager. b. To manage your workload in an efficient manner and within agreed resources/timescales, liaising closely with the Project Manager and Programme team, senior stakeholders within and external to the RCP such as other Royal Colleges, overseas organisations, senior officers and national leads. c. To co-ordinate mail merging processes for example, audit reports and / or targeted mail outs (e.g. recruitment letters). d. To support colleagues across the Care Quality Improvement Department with administrative duties as required. Registered charity no

7 e. To populate, maintain and update audit contact databases (Microsoft Excel), ensuring meticulous attention to detail. f. To maintain accurate and secure electronic and paper filing systems. 8) Any other duties as may be reasonably expected and which are commensurate with the level of the post. 9) Adhere and comply with the provisions of the College s Health and Safety Policy. 10) Undertake all duties and responsibilities in compliance with the rules and regulations encompassing equal opportunities. Registered charity no

8 Terms and conditions Salary scale: 4 Annual leave: 27 days annual leave plus statutory holidays (full time) Other benefits: 35-hour week (positions at Grade 5 and above may require additional hours commensurate with position) flexi-time scheme (Grades 2 4) pension scheme (GPPP scheme and death in service benefit) free staff restaurant (lunchtime Monday to Friday working days exclusive of bank holidays) interest-free season ticket loan (following completion of probation) enhanced maternity pay (after 2 years of service) individual learning and development needs review occupational health support cycle to work scheme In addition to the benefits set out above, the RCP complies with all statutory rights: details of which can be found at Full details on any of the above benefits can be gained from the HR Department upon request or, following employment, via the RCP s intranet, Parklife. In consultation with staff, benefits and policies may be reviewed and changed over time. The RCP operates a no smoking policy. Registered charity no

9 Person specification Position: Programme coordinator Job number: CLI252 Department: Care Quality Improvement Department Date: December 2018 General and Professional Education Application Interview Essential Educated to degree level or equivalent Experience Application Interview Essential Experience of working in or with the NHS, or a similar complex organisation, in an administrative / coordination role Experience of co-ordinating activities for complex/substantial work programmes, with many external customers, to challenging deadlines Excellent communication skills, both written and verbal, and an ability to establish relationships and communicate effectively with people from a wide variety of backgrounds. Advanced knowledge and application of Microsoft Word, Access, Excel, Outlook and Power Point Experience of meetings and workshop management: including planning, organisation, hosting and minute/note taking Experience of using different media, including social media platforms, to communicate creatively with a wide range of audiences and to build and maintain stakeholder relationships Desirable Experience of working as part of / with remote/virtual teams Registered charity no

10 Can demonstrate an understanding of the importance and requirements of managing data within legal frameworks: Data Protection Act, Information Governance, etc Knowledge of and can apply clinical audit methods (understands the stages of clinical audit and is able to discuss the role of audit in clinical effectiveness) Other Willingness to travel Registered charity no