Job summary
PREVIOUS APPLICANTS NEED NOT APPLY
This vacancy has arisen for a Gynaecology Service Administrator who will provide full administrative support to Gynaecology Team in the Division of Women and Children's Health, under the direction of the Gynaecology Support Manager.
They will provide a contact point for operational issues not directly relating to patient care. The post holder will play a central role in meeting the administrative needs of the Gynaecology Management Team and their deputies, to include staff rostering, human resource monitoring, supplies and stores, equipment maintenance and some aspects within Health and Safety compliance.
The post holder will work in partnership with the multidisciplinary leadership team ensuring continuity in service provision and as such will need to exercise initiative, independent judgement and decision making within a variety of situations.
The Gynaecology Service Administrator will have supervisory responsibility for the Outpatient and Ward receptionist and assist in their training and development.
Main duties of the job
To undertake a range of administrative tasks for the Gynaecology Service to ensure safe and efficient service continuity.
About us
Gynaecology is a fast growing service with some exciting changes ahead. You will be working with a team of Consultants, Nurses, Registrars, Senior Administrative Management and Administrators who all have the patient at the centre of their focus.
Our vision at NBT is that by enabling our teams to be the best they can be we will provide Exceptional Healthcare, Personally Delivered. This means that our patients recognise that we are exemplars of safe, harm-free care and that we give them the best possible health improvement.
As a major acute teaching hospital and centre of excellence in a number of fields we will do this through the dedication of you, our outstanding 8000 staff, and through a genuine partnership with our patients, the public and local partners. By doing this we will, as OneNBT, provide a place you are proud to work and an outstanding patient and carer experience.
Job description
Job responsibilities
- Provide a full range of administrative duties to the wards supported by the Ward Receptionist.
- To be responsible for collating staff rosters, ensuring sign off and then authorisation of bank requests within the identified skill mix.
- Have delegated responsibility for the Ward Receptionist.
- Provide secretarial support for the Ward Managers and deputies (where appropriate) for personnel issues e.g. Documentation following sickness/absence meetings and appraisals.
- Will need to exercise initiative, independent judgement and decision making within a variety of situations, to ensure an effective high-quality service is provided.
- Supervise support staff on the wards including Ward and Outpatient Receptionists.
- Ensure all mandatory training is arranged for all staff maintaining up to date records of all staff training.
- Co-ordinate communication and activity on behalf of the wards organising the day-to-day administrative duties required for the efficient operation of the wards. Use of oral, written, and electronic systems.
- Act as a contact point for all operational issues not directly relating to patient care.
- Assume responsibility for stock control ensuring correct ordering and authorisation of requisitions.
- Have an understanding of the ward budgets relating to non-pay. Identify where areas of high expenditure become evident, regularly discuss these issues with the Ward Managers
- Monitor monthly Pay roll sheets, keeping accurate information on sickness, absence coding and completion of monthly forms for staff payments.
- Responsible for the authorisation of leave requests within local guidelines and responding directly with staff and negotiating options to meet both personal and service requirements.
- Advise Ward Managers of staff issues relating to the pay roll appropriately.
- Supervision of Ward and Outpatient Receptionists ensuring they received mandatory training and annual appraisals.
- Order of Bank and agency staff in line with skill mix requirements for the wards, in liaison with the Ward Manager and nurses in charge (shift).
- Checking and documenting identification of temporary staff attending the ward for accuracy.
- Participation in recruitment initiatives as set out by the Ward Managers, including the preparation of adverts, and organising interview dates.
- Organisation of staff induction programmes in line with Trust statutory procedures, and local initiatives.
- Secretarial support for the Ward Manager.
- Provide administrative support of clinical governance issues such as complaints and clinical incidents, collecting statements and information on behalf of the Ward Managers. Faxing urgent incidents directly to health and safety and clinical risk.
- Liaise with relevant departments and other bodies to ensure equipment, furniture and fittings are appropriate to requirements and within a designated budget.
- Assist in arranging teaching sessions as required, preparing timetables arranging speakers and providing staff with relevant information.
- Provide administrative support to staff meetings.
- Set up and develop systems of effective communication to prevent duplication of work and to allow the nursing staff to concentrate on patient care.
- Undertake audits as required in the area
- Support with limited patient data capture for the purposes of funding
Job description
Job responsibilities
- Provide a full range of administrative duties to the wards supported by the Ward Receptionist.
- To be responsible for collating staff rosters, ensuring sign off and then authorisation of bank requests within the identified skill mix.
- Have delegated responsibility for the Ward Receptionist.
- Provide secretarial support for the Ward Managers and deputies (where appropriate) for personnel issues e.g. Documentation following sickness/absence meetings and appraisals.
- Will need to exercise initiative, independent judgement and decision making within a variety of situations, to ensure an effective high-quality service is provided.
- Supervise support staff on the wards including Ward and Outpatient Receptionists.
- Ensure all mandatory training is arranged for all staff maintaining up to date records of all staff training.
- Co-ordinate communication and activity on behalf of the wards organising the day-to-day administrative duties required for the efficient operation of the wards. Use of oral, written, and electronic systems.
- Act as a contact point for all operational issues not directly relating to patient care.
- Assume responsibility for stock control ensuring correct ordering and authorisation of requisitions.
- Have an understanding of the ward budgets relating to non-pay. Identify where areas of high expenditure become evident, regularly discuss these issues with the Ward Managers
- Monitor monthly Pay roll sheets, keeping accurate information on sickness, absence coding and completion of monthly forms for staff payments.
- Responsible for the authorisation of leave requests within local guidelines and responding directly with staff and negotiating options to meet both personal and service requirements.
- Advise Ward Managers of staff issues relating to the pay roll appropriately.
- Supervision of Ward and Outpatient Receptionists ensuring they received mandatory training and annual appraisals.
- Order of Bank and agency staff in line with skill mix requirements for the wards, in liaison with the Ward Manager and nurses in charge (shift).
- Checking and documenting identification of temporary staff attending the ward for accuracy.
- Participation in recruitment initiatives as set out by the Ward Managers, including the preparation of adverts, and organising interview dates.
- Organisation of staff induction programmes in line with Trust statutory procedures, and local initiatives.
- Secretarial support for the Ward Manager.
- Provide administrative support of clinical governance issues such as complaints and clinical incidents, collecting statements and information on behalf of the Ward Managers. Faxing urgent incidents directly to health and safety and clinical risk.
- Liaise with relevant departments and other bodies to ensure equipment, furniture and fittings are appropriate to requirements and within a designated budget.
- Assist in arranging teaching sessions as required, preparing timetables arranging speakers and providing staff with relevant information.
- Provide administrative support to staff meetings.
- Set up and develop systems of effective communication to prevent duplication of work and to allow the nursing staff to concentrate on patient care.
- Undertake audits as required in the area
- Support with limited patient data capture for the purposes of funding
Person Specification
Education
Essential
- 5 GCSEs A-C or 9-4. Must include Maths & English
Desirable
- Qualification in Administration eg NVQ level 3 in business Admin
Experience
Essential
- Minimum of 1 year of administration experience
- Previous experiencing of managing a heavy and conflicting workload
Desirable
- Previous experience as a ward administrator
- Previous experience of managing staff
Skills
Essential
- Organisational & communication skills
- Computer literacy including MS office
- Team working and initiative skills
Person Specification
Education
Essential
- 5 GCSEs A-C or 9-4. Must include Maths & English
Desirable
- Qualification in Administration eg NVQ level 3 in business Admin
Experience
Essential
- Minimum of 1 year of administration experience
- Previous experiencing of managing a heavy and conflicting workload
Desirable
- Previous experience as a ward administrator
- Previous experience of managing staff
Skills
Essential
- Organisational & communication skills
- Computer literacy including MS office
- Team working and initiative skills
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).
