Job summary
An opportunity has arisen for a permanent full-time Band 3 Administrator to work covering Gateway G Daycase Surgery
The post holder will provide comprehensive high quality admin and clerical support
You will be a conscientious and enthusiastic team player with good organisational skills.
You will need to be able to demonstrate and maintain a clear understanding of confidential issues, be well motivated and reliable.
You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure and will present a professional and polite attitude at all times.
The role is based at The Nottingham Treatment Centre - Gateway G working Monday - Friday from 08:00 - 16:00.
Main duties of the job
The post holder will provide a comprehensive administrative service to senior members of the day surery management team, to assist the smooth and effective performance of their duties and make a direct and positive contribution to the work of the team. The post holder must exercise initiative to organise their own workload within the constraints of defined deadlines.
Assist senior members of the team with implementing, maintaining and sustaining lean thinking methodology to improve productivity
Provide comprehensive administrative and secretarial service to the day surgery management team, to include monitoring quality and audit activity, data entry and the production of charts and graphs as required
Assist in the day-to-day administration management of workforce and education activities, to include E roster data entry and producing any local training reports
Provide administrative support and timely workforce & education information related to the day surgery service as required by the team leader / theatre matron
To provide personal assistant support for senior members of the team/ ward manager
To attend weekly scheduling meetings to ensure
To compile daily allocation sheets, monitor safe staffing levels and liaise with NHSP for any unfilled shifts
Hours of work - 37.5 hours per week Monday-Friday 08:00 - 16:00 excluding bank holidays. Part time hours considered
About us
With over 17,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population.
We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
This post would suit an enthusiastic person who is looking to develop the admin skills in a supportive atmosphere.
We have a cosmopolitan team that is warm, welcoming and supportive with an open outlook. We work in a clinically challenging environment with all staff being versatile, hardworking, committed and flexible.
Job description
Job responsibilities
Updating in a timely manner E-Roster/pay services in terms of sickness, maternity, annual and special leave. To compile monthly figures for staff sickness, study etc as required by the Manager
To assist the unit team leader in ensuring Electronic rosters are performed to the specified timeline, ensuring the ward is adequately staffed within the agreed establishment figures. To ensure that the rosters are locked for submission to pay services, annual leave approved and shift amendments altered as required.
To assist in ensuring all appointments, terminations and changes to contracts are dealt with in accordance with HR procedures, including regular liaison with HR and Pay Services to ensure that changes are implemented in a timely manner. Use judgement and initiative to prioritise workload.
Assisting in the maintaining ALL staff files ensuring records are kept according to Trust policy and legal requirements.
Staff file maintenance- Ensure all staff files are up to date in an organised way and are regularly checked filed.
To support unit team leader in effective collection and inputting of data of ward productivity data incorporating patient compliments and complaints, satisfaction surveys, DIPC questionnaires, falls data, safety cross information, saving lives, observations audits and 5 S audit
To receive education and training applications, for authorisation by the unit team leader and deputies and manage a register of training requests by unit and the subsequent admission to staff on such courses.
To assist in maintaining the education database for the ward / department.
To assist in providing statistical information as requested by the unit team leader relating to workforce and education activity. To assist in maintaining a record of staff mandatory training, IPR dates etc
Assist as required in the recruitment and selection of new staff, including arranging and preparing interview packs, venues, authorising ID badges, checking and completing new starter paperwork and submitting to appropriate departments and creating new electronic staff files .
To ensure that all new staff have completed the new starter check list and all policies and local procedures have been given to them.
To ensure that all new staff are booked on and aware of Trust induction training dates
To assist in ensuring speciality and local policies and protocols are entered on the Directorate and audit departments database as required , and ensure authors are aware of relevant review dates
To assist in managing and updating the electronic diaries of the ward management team as required and to make appointments, arrange meetings and venues and inform all interested parties and attendees.
To arrange, co-ordinate, any meetings for the unit managers such as attendance, wellbeing reviews, maternity etc ensuring all parties are given the relevant information and invites as required, within advised timescales.
To produce complex correspondence and documents as required by the unit team leader as required.
Uses IT skills to produce power point/graphical presentations/spreadsheets, as required for the management team.
To organise and maintain the management office with regard to filing systems and provide evidence for quality audits and productivity data.
To assist in keeping the unit major incident cascade systems up-to-date and ensure ward staff are aware of the process. Updating and maintaining the wards Business Continuity Plans as and when required.
To maintain agency staff records and check NHSP records correspond with time sheets for authorisation of payment by the unit team leader.
Assist the senior team in organising annual appraisals. Ensure relevant paperwork is available and records are maintained.
To assist the unit team leader in ensuring incidents on the DATIX system are investigated and closed and risk assessments are kept update
In addition to the brief list above you must familiarise yourself with the full job description and person specification attached to this advert prior to applying.
Job description
Job responsibilities
Updating in a timely manner E-Roster/pay services in terms of sickness, maternity, annual and special leave. To compile monthly figures for staff sickness, study etc as required by the Manager
To assist the unit team leader in ensuring Electronic rosters are performed to the specified timeline, ensuring the ward is adequately staffed within the agreed establishment figures. To ensure that the rosters are locked for submission to pay services, annual leave approved and shift amendments altered as required.
To assist in ensuring all appointments, terminations and changes to contracts are dealt with in accordance with HR procedures, including regular liaison with HR and Pay Services to ensure that changes are implemented in a timely manner. Use judgement and initiative to prioritise workload.
Assisting in the maintaining ALL staff files ensuring records are kept according to Trust policy and legal requirements.
Staff file maintenance- Ensure all staff files are up to date in an organised way and are regularly checked filed.
To support unit team leader in effective collection and inputting of data of ward productivity data incorporating patient compliments and complaints, satisfaction surveys, DIPC questionnaires, falls data, safety cross information, saving lives, observations audits and 5 S audit
To receive education and training applications, for authorisation by the unit team leader and deputies and manage a register of training requests by unit and the subsequent admission to staff on such courses.
To assist in maintaining the education database for the ward / department.
To assist in providing statistical information as requested by the unit team leader relating to workforce and education activity. To assist in maintaining a record of staff mandatory training, IPR dates etc
Assist as required in the recruitment and selection of new staff, including arranging and preparing interview packs, venues, authorising ID badges, checking and completing new starter paperwork and submitting to appropriate departments and creating new electronic staff files .
To ensure that all new staff have completed the new starter check list and all policies and local procedures have been given to them.
To ensure that all new staff are booked on and aware of Trust induction training dates
To assist in ensuring speciality and local policies and protocols are entered on the Directorate and audit departments database as required , and ensure authors are aware of relevant review dates
To assist in managing and updating the electronic diaries of the ward management team as required and to make appointments, arrange meetings and venues and inform all interested parties and attendees.
To arrange, co-ordinate, any meetings for the unit managers such as attendance, wellbeing reviews, maternity etc ensuring all parties are given the relevant information and invites as required, within advised timescales.
To produce complex correspondence and documents as required by the unit team leader as required.
Uses IT skills to produce power point/graphical presentations/spreadsheets, as required for the management team.
To organise and maintain the management office with regard to filing systems and provide evidence for quality audits and productivity data.
To assist in keeping the unit major incident cascade systems up-to-date and ensure ward staff are aware of the process. Updating and maintaining the wards Business Continuity Plans as and when required.
To maintain agency staff records and check NHSP records correspond with time sheets for authorisation of payment by the unit team leader.
Assist the senior team in organising annual appraisals. Ensure relevant paperwork is available and records are maintained.
To assist the unit team leader in ensuring incidents on the DATIX system are investigated and closed and risk assessments are kept update
In addition to the brief list above you must familiarise yourself with the full job description and person specification attached to this advert prior to applying.
Person Specification
Training & Qualifications
Essential
Desirable
- NVQ level 3 in administration or equivalent
- RSA 111 word processing/text processing or equivalent
Experience
Essential
- Minimum 1 years typing and admin experience
- Experience in using Microsoft Word, Outlook, Excel, Power Point
- Demonstrate understanding of patient/client confidentiality
Desirable
- Previous experience of working in the NHS
Communication & relationship skills
Essential
- Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports
- Uses information gathered to inform others
- Can complete letters, forms, reports and tables using computerised technology from information collected
- Recognises own role as part of an effective team
- Is open to suggestions, ideas and new working practices within a team
Desirable
- Experience of working within a team
Planning & Organisation skills
Essential
- Demonstrates an ability to organise own work schedule
- Manages time effectively and displays initiative
Analytical and Judgement skills
Essential
- Seeks appropriate training opportunities
- Works in line with standard procedures
- Uses resources cost effectively
Person Specification
Training & Qualifications
Essential
Desirable
- NVQ level 3 in administration or equivalent
- RSA 111 word processing/text processing or equivalent
Experience
Essential
- Minimum 1 years typing and admin experience
- Experience in using Microsoft Word, Outlook, Excel, Power Point
- Demonstrate understanding of patient/client confidentiality
Desirable
- Previous experience of working in the NHS
Communication & relationship skills
Essential
- Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports
- Uses information gathered to inform others
- Can complete letters, forms, reports and tables using computerised technology from information collected
- Recognises own role as part of an effective team
- Is open to suggestions, ideas and new working practices within a team
Desirable
- Experience of working within a team
Planning & Organisation skills
Essential
- Demonstrates an ability to organise own work schedule
- Manages time effectively and displays initiative
Analytical and Judgement skills
Essential
- Seeks appropriate training opportunities
- Works in line with standard procedures
- Uses resources cost effectively
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Nottingham University Hospitals NHS Trusts
Address
Nottingham University Hospital NHS Trust, Treatment Centre
Lister Road
Nottingham
NG7 2FT
Employer's website
https://www.nuh.nhs.uk/ (Opens in a new tab)