Incident and Policy Team Assistant

Overview

The post holder will provide essential administrative support to the Incident and Policy Team. This includes quality checking incident reports submitted via the Trust's incident reporting system, ensuring data accuracy in line with national guidelines, and supporting the team in maintaining timely and effective incident management processes. The role is vital in helping the Trust meet its patient safety and governance obligations.

We're looking for a proactive and detail-oriented team member to support our Incident and Policy team. You ll help manage shared inboxes, review incident reports, liaise with colleagues to gather information, and escalate concerns when needed. You ll also support meetings and training sessions, maintain trackers, and respond to queries about the incident management process.

The Incidents and Policy Team area is a friendly, supportive team who enjoy working together. We re proud of the high standards we set and our consistent performance, but we are an open team where all ideas for change and improvement are welcomed, listened to and acted upon. Flexibility is part of how we work, and we really care about each other s wellbeing.

The team s values are collaboration, open-mindedness, and valuing people as much as performance.

• To undertake administrative duties to support the Incident and Policy management systems and the Incidents and Policy team, e.g. management of shared email inboxes and distribution of emails to the relevant team members.
• Review incident reports for accuracy, completeness, use of personal identifiable information, and appropriate categorisation in line with the Learn From Patient Safety Events (LFPSE) Data Quality Guidance and LFPSE Policy Guidance on Reporting Patient Safety Events and Level of Harm.
• Liaise with colleagues to clarify or request additional information where necessary.
• Escalate incidents of concern to the appropriate team member or manager.
• Maintain and update trackers in the Trust s incident reporting system to ensure incidents with outstanding queries are followed up for closure.
• Support the scheduling and distribution of meeting papers for which the team are responsible for, i.e. sending calendar invites, gathering documents, distributing documents.
• Support the Incident and Policy Officers with the scheduling of training, booking of rooms and updating attendance registers.
• Respond to queries from colleagues regarding the incident management process.
• Communicate effectively with clinical and non-clinical teams to support the closure of incident reports.
• Use the Trust s incident reporting system to input, update and extract data.
• Undertake any other duties as may be appropriate as requested by either the Incidents and Policy Co-ordinator or Incidents and Policy Manager.

• Experience in an administrative role, ideally within healthcare or the NHS.
• Familiarity with incident reporting systems like Datix or Ulysses.
• Strong attention to detail and excellent organisational skills.
• Confidence using Microsoft Office (Word, Excel, Outlook).
• Clear communication skills—both written and verbal.
• Ability to handle sensitive information professionally.
• A proactive approach to managing tasks and meeting deadlines.
• Basic data analysis skills and the ability to summarise findings.
• A flexible, reliable attitude and a genuine interest in patient safety and quality improvement.
• GCSE grade 4/C or above in English and Maths, and experience of working in an administrative role.

• Experience in a healthcare or NHS setting.
• Experience of incident reporting systems (e.g. Datix, Ulysses).
• Strong organisational skills.
• Ability to prioritise workload.
• Proficient in the use of Microsoft Office, mainly Word, Excel and Outlook.
• Able to communicate clearly both verbally and in writing.
• Ability to deal with sensitive information professionally.
• Ability to work to deadlines.
• Ability to analyse basic data and produce summaries.
• Experience liaising with multidisciplinary teams; reliable, flexible team player, able to work independently; interest in patient safety and quality improvement.