Job summary
We are looking for an enthusiastic, motivated individual to join us in the role of Ward Manager's Assistant in Sobell House. The main purpose of the post is to provide administrative and secretarial support to the Ward Manager. The post holder will work closely with the Ward Manager and all relevant staff members to provide a comprehensive, professional and confidential PA/secretarial and administrative service. Whilst the post is full time, part-time hours would be considered for the right candidate.
Main duties of the job
The successful candidate will demonstrate a commitment to team work, show an interest in health care and be able to support the Ward Manager, allowing them time to concentrate on clinical aspects of managing the ward. You will need to demonstrate excellent communication skills, be adaptable to changing situations and be able to work independently. Experience of working with computers and electronic systems is essential but training will also be provided. In return we can offer you a friendly, supportive environment to work in.
Sobell House is an NHS hospice within Oxford University Hospitals Trust specially designed to provide care and support for patients with advanced incurable disease along with their families. Our work is enhanced through the support of the Sobell House Hospice Charity. We provide specialist palliative and end-of-life care aiming to focus on quality of life and respecting the uniqueness of each person.
If you require further information, please contactAdam Cole, Ward Manager on adam.cole@ouh.nhs.uk or 01865 225873 (ward telephone)
About us
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more herewww.ouh.nhs.uk
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.
Job description
Job responsibilities
Principle Duties:
The post holder will develop and implement administrative systems which will ensure the efficient and effective running of the ward, allowing the Ward Manager to concentrate more fully on the clinical aspects of his/her job role. This includes:
- Representing ward staff or managers at appropriate meetings, reporting back accordingly
- Manage the administrative process for the recruitment and orientation of new ward staff
- Make changes to e rostering as required by the Ward Sister
- Uploading information on trust intranet and internal shared drives as required
- Record and respond to all enquiries and requests on behalf of ward managers, and personally act upon when appropriate
- Meet & greet
- Provide secretarial support to the ward manager, preparing and keeping his/her diary
- Minute take and record action notes from a variety of meetings as required
- Ensure there is a proper system for the collection and storage of audits and other monitoring and sensitive information, both electronically and paper copies
- Organize all relevant meetings
- Prepare and type letters and reports as required
- Organize appointments and transport for staff when required
- Assist the ward staff and/or ward clerk in requesting and reporting maintenance work required on the ward, as appropriate
- Ensure that payroll documentation is submitted and follow up with any problems that may arise
Please see full Job Description and Person Specification for more details.
Job description
Job responsibilities
Principle Duties:
The post holder will develop and implement administrative systems which will ensure the efficient and effective running of the ward, allowing the Ward Manager to concentrate more fully on the clinical aspects of his/her job role. This includes:
- Representing ward staff or managers at appropriate meetings, reporting back accordingly
- Manage the administrative process for the recruitment and orientation of new ward staff
- Make changes to e rostering as required by the Ward Sister
- Uploading information on trust intranet and internal shared drives as required
- Record and respond to all enquiries and requests on behalf of ward managers, and personally act upon when appropriate
- Meet & greet
- Provide secretarial support to the ward manager, preparing and keeping his/her diary
- Minute take and record action notes from a variety of meetings as required
- Ensure there is a proper system for the collection and storage of audits and other monitoring and sensitive information, both electronically and paper copies
- Organize all relevant meetings
- Prepare and type letters and reports as required
- Organize appointments and transport for staff when required
- Assist the ward staff and/or ward clerk in requesting and reporting maintenance work required on the ward, as appropriate
- Ensure that payroll documentation is submitted and follow up with any problems that may arise
Please see full Job Description and Person Specification for more details.
Person Specification
Qualifications and Experience
Essential
- Good general education to NVQ level 3 or equivalent
- Previous experience of secretarial/administrative work
- Experience of dealing with a range of difficult or challenging situations both on the telephone and in person
Desirable
- Previous experience of working in the NHS or other Healthcare sector
Skills and Knowledge
Essential
- Good knowledge and use of the English language
- Organisational skills
- Computer literacy
Personal Qualities
Essential
- Ability to work independently and as part of a team
- Good understanding and demonstration of confidentiality
Person Specification
Qualifications and Experience
Essential
- Good general education to NVQ level 3 or equivalent
- Previous experience of secretarial/administrative work
- Experience of dealing with a range of difficult or challenging situations both on the telephone and in person
Desirable
- Previous experience of working in the NHS or other Healthcare sector
Skills and Knowledge
Essential
- Good knowledge and use of the English language
- Organisational skills
- Computer literacy
Personal Qualities
Essential
- Ability to work independently and as part of a team
- Good understanding and demonstration of confidentiality
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).
