Job summary
Ward Clerk Manager - Band 4 Obstetrics
In line with the Trust Vision to provide the "Best Care for Everyone..."
The Personal Assistant & Coordinator in Women & Children's will provide administrative and secretarial support to members of the management team including diary management, minute taking, meeting arrangement, organisation of project and workstream meetings, room bookings and agenda setting.
Ensure effective and planned scheduling, management of admin staff to deliver consistent cover across the required clinical areas.
You will also assist with local induction / ongoing training programmes for admin staff within the Women and Children's Division.
The role will also in being responsible for leading modernisation initiatives with admin staff to achieve continuous improvement in service provision.
Additional Contact: Zoe Cliffe General Manager 0300 422 5140
Main duties of the job
- Maintaining continual confidentiality and confidence. This includes separating confidentiality levels between across the division.
- To manage the filing system, personal files and keep records as required both paper and electronic, including a bring forward system and regularly disposing of outdated or unnecessary information in line with Trust Record Management Systems.
- Finding digital solutions at all opportunities. Be this to pull information, store information or monitor performance.
- To co-ordinate and maintain leave/sickness records for the staff directly managed by the Divisional Leadership Teams.
About us
Gloucestershire Hospitals is one of the largest hospital trusts in England serving a diverse population of almost 620,000 people. Weprovide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital.
Our workforce is almost 8,000 strong and our caring and dedicated staff are recognised as providing good and outstanding patient-centred care across a range of clinical areas.
We are committed to recruiting the best people to work with us to achieve our vision of providing Best Care for Everyone and our success depends on the commitment and dedication of our staff.
We are committed to diversity, inclusion and equality of opportunity for everyone, valuing and celebrating differences and encouraging a workplace and culture where all can thrive. We endeavour to ensure each and every person working in our organisation feel respected and valued.
In return, we offer the opportunity to work at a trust that is on a truly exciting Journey to Outstanding and to make a real difference to the lives of our patients, their families and the wider community. We are also committed to training and developing you to be the best you can be and offer you a rewarding career, whatever your role.
Job description
Job responsibilities
- To utilise procurement systems for the division, ensuring prompt ordering, delivery, invoicing and checking all paperwork before payment and keeping accurate records.
- Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary. Also ensure the department is a clean and orderly environment in which to work.
- To co-ordinate and apportion workload of secretarial staff within the Division when required, deciding on office practices through discussion with other office members to ensure efficiency and a high standard is maintained.
- Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
- Responsible for the management of own time with the minimum of supervision, using initiative. Also provide ad hoc training in IT skills for staff within the department.
- To participate in interviewing for administrative posts within the Division when requested.
- Assist with the recruitment and selection of Ward Clerks in the Divisional area, including preparation of adverts, job descriptions and person specifications.
- Monitor performance, sickness absence and escalate appropriate action when necessary.
- Conduct annual appraisals/performance reviews, collating information relevant to Trust standards and identify training requirements.
- Assist with the planning and implementation of mandatory training and induction programmes for staff on appointment to department.
- Support the attendance of admin staff at statutory and mandatory training sessions.
- Be proactive in own Personal Development to ensure ability to support own staff.
Job description
Job responsibilities
- To utilise procurement systems for the division, ensuring prompt ordering, delivery, invoicing and checking all paperwork before payment and keeping accurate records.
- Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary. Also ensure the department is a clean and orderly environment in which to work.
- To co-ordinate and apportion workload of secretarial staff within the Division when required, deciding on office practices through discussion with other office members to ensure efficiency and a high standard is maintained.
- Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
- Responsible for the management of own time with the minimum of supervision, using initiative. Also provide ad hoc training in IT skills for staff within the department.
- To participate in interviewing for administrative posts within the Division when requested.
- Assist with the recruitment and selection of Ward Clerks in the Divisional area, including preparation of adverts, job descriptions and person specifications.
- Monitor performance, sickness absence and escalate appropriate action when necessary.
- Conduct annual appraisals/performance reviews, collating information relevant to Trust standards and identify training requirements.
- Assist with the planning and implementation of mandatory training and induction programmes for staff on appointment to department.
- Support the attendance of admin staff at statutory and mandatory training sessions.
- Be proactive in own Personal Development to ensure ability to support own staff.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) for literacy and numeracy
- Educated to Diploma/Degree level or Aspiration to Study
Knowledge / Skills
Essential
- To manage the filing system and keep records as required both paper and electronic, including a bring forward system and regularly disposing of outdated or unnecessary information
- To co-ordinate and maintain leave/sickness records for the staff directly managed by the Division
- To utilise procurement systems for the Division
- Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary
- Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
Experience
Essential
- Proven experience in administration management demonstrating insight and the ability to motivate others.
- Experience of being a secretary.
- Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems
- Enhanced IT skills
- Good organisational and communication skills.
Desirable
- Experience of managing staff.
- Able to use Trust IT systems
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) for literacy and numeracy
- Educated to Diploma/Degree level or Aspiration to Study
Knowledge / Skills
Essential
- To manage the filing system and keep records as required both paper and electronic, including a bring forward system and regularly disposing of outdated or unnecessary information
- To co-ordinate and maintain leave/sickness records for the staff directly managed by the Division
- To utilise procurement systems for the Division
- Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary
- Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
Experience
Essential
- Proven experience in administration management demonstrating insight and the ability to motivate others.
- Experience of being a secretary.
- Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems
- Enhanced IT skills
- Good organisational and communication skills.
Desirable
- Experience of managing staff.
- Able to use Trust IT systems
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.
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).
Additional information
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.
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).
