Ward Managers Assistant - Peterborough

Job description

Job responsibilities

As a team ensure that all functions within the specialty are completed

Maintain close working relationships with colleagues within the department and Clinical Business Unit.

Work closely with other non-clinical assistants and other departments within the organisation.

Advise the Lead Nurse of any points of concern relating to the administration of the service and processes in place.

To assist the senior nursing team to ensure the delivery of an efficient and comprehensive service which is receptive to the needs of the staff and meets the performance requirements of the Trust in accordance with the policies.

In conjunction with the Lead Nurse and Senior Nurses develop office and working practices to continually improve nursing service delivery.

Communication

Key links with:

• All department based staff
• Other staff within the CBU
• Human Resources including the recruitment team
• Learning and Development
• Flexible Staffing Service office staff
• Finance
• IT

Operational and Administration Processes

Administration - Staff Records & Information

The post-holder is required to maintain both paper and computerised records in accordance with Trust standards.

Setting up and maintaining staff personal files.

Support the senior nurses with the recruitment process paperwork and checks.

Ensure that staff leaver files are completed and filed

Maintenance of staff attendance records

The post-holder will help to facilitate the smooth running of the department.

General administrative duties, as required, to include:

Typing, photocopying and faxing of information, including distribution of copies to appropriate destinations.

Accurate filing of information for the Lead nurse and senior nursing team.

Presentation of letters for signature.

Timely distribution of letters and information, both for Trust and external post.

Opening of post and appropriate distribution of correspondence.

Support the Lead nurse and senior nurses by opening, action and prioritising emails.

Take notes at nursing led department meetings and produce typed minutes.

Manage the senior nurses diaries for office days.

Prepare nursing rota by adding requests, annual leave and study leave. Submit all electronic requests for FSS staffing, check rota daily for discrepancies and action accordingly

Book annual MPA appointments prepare paperwork and type up the actions and PDP and ensure placed on individuals file. Produce monthly department statistics.

Monitor and prepare department training statistics.

Book staff on annual mandatory training days, and maintain relevant departmental records.

Maintain departmental sickness statistics

Contribute towards any audits undertaken by nursing staff in the department.

Be responsible for departmental notice boards and the information on them to ensure they are current and meet Trust standards.

Show awareness of the principles of Health and Safety at Work and Moving and Handling Guidelines.

Act as loggist for the senior nurse in charge in the event of a major incident

The post-holder will take an active role in identifying resource issues and maintaining equipment

To be aware of resource issues in the use of equipment and resources.

To identify areas of need as required.

To be responsible for the safe and effective maintenance of equipment relevant to the area of work.

To liaise with relevant managers, where appropriate, to minimise or reduce expenditure.

The post holder will maintain good working relationships with staff within the CBU and in other Trust Departments.

Work flexibly and liaise with other departments to maintain and ensure smooth running of the CBU, gaining additional skills as required.

Ensure awareness of current issues within the CBU and those in other areas of the Trust. Attend meetings when relevant and practical.

Be aware of workload and pressures within other areas (i.e. Ward Staff/Human Resources) enabling support and encouragement to be given to the team as necessary.

Communicate in an appropriate manner with staff from the CBU, emergency services, other departments across the Trust and bodies external to the Trust To understand current policies, guidelines and procedures.

Following guidance, work within defined local targets, i.e. sickness rates, MPA returns and report issues to the Lead Nurse.

Ensure data and information both paper and electronic is completed in accordance with agreed policies and procedures.

In accordance with the agreed process, ensure data and information is recorded and input into the relevant systems (Microsoft Packages and shared drives) in an accurate and timely manner ensuring deadlines are met.

Additional Information

To ensure that the senior nursing staff related administrative and clerical functions are carried out to the highest quality standards by monitoring and improving services.

Organise and control own workload ensuring deadlines are observed and duties performed efficiently.

To develop IT skills as may be required to fulfil the responsibilities of the post.

To ensure that there is a co-ordinated approach to service delivery within the Trust to promote good working relations.

You have a responsibility to consider yourself and anyone else who could be affected by the things you do, or dont do, that you should have, while at work.

You are responsible for informing your manager of any health and safety concerns you identify and for completing an adverse event form for any accidents, incidents or near-misses that happen to you or that you are aware of to reduce injuries or loss.

To ensure that all duties are carried out to the highest possible standard, and in accordance with current quality initiatives within the area of work.

All staff is required to respect confidentiality of all matters that they may learn in the course of their employment. All staff is expected to respect the requirements under the Data Protection Act.

Any other duties which may be required in order to facilitate the efficient and effective running of the department.

Person Specification

GCSE

Essential

• IT Skills

Desirable

• Previous admin experience
• Good communication skills
• Any relevant qualifiacations

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North West Anglia NHS Foundation Trust

Address

Peterborough City Hospital

Peterborough

PE3 9GZ

Employer's website

https://www.nwangliaft.nhs.uk/ (Opens in a new tab)