Quality & Safety Administrator

Bloomfield Hospital is inviting applications for the permanent full-time position of Quality & Safety Administrator.

Work Location: Bloomfield Hospital, Stocking Lane, Rathfarnham, Dublin 16                 

Hours of work per week: 39 hours per week

Contract Type: Permanent, full-time

Reports to: Head of Quality, Risk, Compliance & Patient Administration

Working Relationships: All Bloomfield Departments & Wards

About Bloomfield:

Bloomfield Hospital is a 131-bed in-patient mental health service, registered as an approved centre with the Mental Health Commission. Our ethos is rooted in honouring the dignity of everyone who enters our doors.

We provide a spectrum of neuropsychiatric services to adults with a range of serious and enduring mental health needs such as Alzheimer's, Parkinson's, and Huntington's Disease, as well as individuals with early onset dementias, schizophrenia, and mood disorders. We are the only facility in Ireland that provides a high level of specialised care for people with Huntington's disease.

In Bloomfield Hospital, there is a focus on creating a therapeutic environment by using recovery-oriented clinical practices and therapeutic interventions, which are evidence-based to enable and support patients to achieve their highest level of functioning and quality of life. This care is delivered through a Multidisciplinary Team including colleagues in Psychiatry, Psychology, Nursing, Pharmacy, Social Work, Occupational Therapy, Speech and Language, Dietetics, Physiotherapy, and General Practice. 

We have over 200 multidisciplinary team members delivering the highest standards of care in a friendly and inclusive workplace.

Role Summary

• The Quality & Safety Administrator will promote a culture of compliance, quality improvement and safety within Bloomfield Hospital.
• The Quality & Safety Administrator will support the Head of Quality, Risk, Compliance & Patient Administration by working with teams across the hospital in relation to but not limited to Mental Health Act 2001 administration, electronic patient record implementation, audit scheduling, QIP management, regulatory compliance, risk management, quality management, incident & complaint management, medical record maintenance & quality improvement projects as required. The Quality & Safety Administrator may be deployed to support ongoing activities or projects in multiple areas across the hospital.

Key Duties & Responsibilities -

Mental Health Act Administration

• Act as a source of information and guidance in relation to the practical application of the provisions of the Mental Health Act 2001.
• Develop and maintain systems and procedures to ensure compliance with all provisions of the MHA 2001.
• Ensure the timely, accurate and efficient administration of all statutory requirements under the MHA 2001.
• Deal with queries and resolve problems, in keeping with the boundaries of the role, in relation to the implementation of the Act or during Mental Health Tribunals.
• Coordinate and facilitate all Mental Health Tribunals.
• Maintain a professional relationship with the office of the Mental Health Commission (MHC) and act as a representative of Bloomfield.
• Liaise directly with MHC appointed legal representatives, and Independent Consultant Psychiatrists.
• Provide guidance and training to clinical staff of Bloomfield regarding their obligations under the MHA 2001.
• Ensure that Bloomfield is kept up to date with the latest developments communicated from the Mental Health Commission.

Quality & Compliance

• Ensure Bloomfield remains compliant with legislation, regulatory standards, national standards and good practice in its approach to quality, risk and compliance management via appropriate monitoring systems.
• Monitor the implementation of the hospital's audit schedule and assist with the completion of audits and audit related findings & recommendations.
• Manage the Document Control Database (QPulse) to ensure policies, forms and templates are reviewed within the appropriate timelines and are kept up to date with the latest regulatory and national requirements.
• Monitor staff acknowledgements of policies to ensure their reading and understanding and liaise with line managers when non-signings arise.
• Work closely with the Head of Quality, Risk, Compliance & Patient Administration and department heads to prepare for annual inspections by regulators such as the Mental Health Commission, Dangerous Goods Safety Advisor, Health & Safety Authority.
• Assist with the management of quality improvement plans by liaising with both clinical and non-clinical departments to ensure the timely implementation of learnings and improvements.
• Promote an appreciation of the value of the systems approach in standardising practices and preventing, analysing and learning form errors.
• Work with managers and staff to maintain positive relationships to ensure effective communication of all issues relating to patient safety.
• Liaise with multi-disciplinary team members in relation to the implementation of quality improvement initiatives.
• Assist the Head of Quality, Risk, Compliance & Patient Administration with mock inspections for all aspect's regulatory compliance (MHC, HSA, DGSA etc.)

 Incident & Risk Management

• Support and assist department heads and line managers with the maintenance of risk assessments and risk registers.
• Review incidents on the electronic incident management system QPulse on a daily basis to ensure timely and appropriate incident management and correct data entry.
• Work with line managers and heads of departments to trend adverse incidents as required
• Ensure Bloomfield maintains a positive culture of incident reporting and incident management.
• Assist with mandatory reporting of all incidents to NIMS 

Complaints & Feedback

• Provide administrative assistance to the Head of Quality, Risk, Compliance & Patient Administration in relation to feedback management.
• Assist with the trending and analysing of feedback, both positive and negative.

Administration Duties

• Assist the Head of Quality, Risk, Compliance & Patient Administration with the system administration of QPulse and other ICT systems as required.
• Assist with the implementation of the new Electronic Patient Record by assisting with template creation, user login management, training for new staff
• Provide administrative assistance to the Head of Quality, Risk, Compliance & Patient Administration (e.g. minutes, notes, monitoring email accounts)
• Retrieval of Healthcare Records from the Medical Records Department
• Manage election voting for residents who require in-hospital special voting rights (general, local, European, presidential elections)
• Maintain medical records on in-patient units to ensure they are always neat and tidy and contain all relevant information
• Attend committees and groups as required ensuring good attendance and punctuality.
• Perform other such duties appropriate to the office as may from time to time be required under the direction of the Head of Quality, Risk, Compliance & Patient Administration.

Core Competencies:

Essential Qualifications & Experience

• Minimum of 2 years of satisfactory experience in the outlined key duties and responsibilities within a relevant clinical/healthcare setting.
• Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Desirable Qualifications & Experience:

• Experience in a mental health setting.
• Relevant third-level qualification in a health-related field.

Essential Core Competencies

• Knowledge of mental health services and how they work.
• Demonstrated knowledge of:
• The Mental Health Act 2001.
• The Mental Health Commission's function and their associated quality and compliance standards.
• Medical record maintenance.
• Regulatory standards implementation and active compliance monitoring.
• Incident management.
• Document control management.
• Accurate data entry.
• Ability to influence people positively and embrace the change agenda.
• High proficiency in IT, including quality management systems, electronic patient records, Outlook, Microsoft Excel, and Word.

Desirable Core Competencies

• Staff training skills.
• Report writing and generation.
• Implementation of mental health regulatory standards.
• Leading patient safety/clinical risk projects.
• Feedback management.

Our benefits include:

• Contributory pension
• Free onsite staff parking
• Career development
• Comprehensive training programmes
• Further education supports
• Onsite library and research facility
• Employee wellbeing programme
• Employee assistance programme
• Subsidised onsite restaurant
• Cycle to work scheme

For further information or to apply, please email hr@bloomfield.ie