Job summary
The ward administrator will provide a high level of rota co-ordination and support the administrative needs of the Clinical Matron, Supervisory Ward Sister, and Senior Nursing team.
The post holder will be responsible for maintaining the electronic rostering system, highlighting, and resolving shift vacancies in the rota, and being a point of contact for queries from the nursing team. The post holder will also be a point of contact for shift queries from the admin team in the absence of the Support Manager.
The post holder will work closely with the Clinical Matron / Supervisory Ward Sister / Senior Nursing Team to ensure rosters are released with safe staffing and according to North Bristol NHS Trust release dates.
Main duties of the job
- Line management of the ICU reception team
- Responsible for maintaining rosters for all ICU nursing staff, housekeepers and admin staff using the E-Rostering system
- Ensure accurate recording of all Annual Leave, Sickness and Other Leave.
- Authorise annual leave in line with local guidelines and procedures, highlighting any issues to the line manager / matron / ward sister.
- Process leave requests and shift swaps in a timely manner via E-Rostering
- Ensure that there is sufficient nursing cover on each shift. Where there are shortfalls, try to resolve and where this is not possible, escalate to relevant Supervisory Ward Sister or Matron as early as possible.
- Ensure all relevant parties are aware of changes regarding cover, annual leave requests and requirements.
- Action telephone / email enquiries and take appropriate action.
- Liaise with IM&T teams to help solve IT issues.
- Work closely with the nurse in charge to understand shortfalls in nursing cover.
- Support colleagues with any training needs on using the e-rostering system.
- Provide ad-hoc administrative support to the intensive care unit.
- Act as a point of contact for the unit when escalating urgent issues to the matron or supervisory ward sister.
- Provide reception cover due to sickness or annual leave
About us
The Intensive Care Unit (ICU) at Southmead Hospital, Bristol is a purpose built 48-bedded Unit (incorporating 2 Simulation beds) which admits over 2,000 patients each year, making it one of the busiest ICUs in the country.It is the regional specialist critical care centre for:
- Major Trauma
- Neurosurgery
- Renal Medicine
- Vascular Surgery
- Urology
- Plastics and Burns
The Unit achieves excellent outcomes including some of the highest trauma survival rates in the country.
The Unit has a strong focus on both medical and nursing education, and was recently placed second nationally for overall trainee satisfaction in the ICM Trainee GMC survey.
Southmead ICU also has active and expanding Critical Care and Trauma research programmes.
Job description
Job responsibilities
- Line management of the ICU reception team
- To be responsible for maintaining rosters for all ICU nursing staff, housekeepers and admin staff using the E-Rostering system
- To ensure accurate recording of all Annual Leave, Sickness and Other Leave.
- Authorise annual leave in line with local guidelines and procedures, highlighting any issues to the line manager / matron / ward sister.
- To process leave requests and shift swaps in a timely manner via E-Rostering
- To ensure that there is sufficient nursing cover on each shift. Where there are shortfalls, try to resolve and where this is not possible, escalate to relevant Supervisory Ward Sister or Matron as early as possible.
- Ensure all relevant parties are aware of changes regarding cover, annual leave requests and requirements.
- Action telephone / email enquiries and take appropriate action.
- To liaise with IM&T teams to help solve IT issues.
- Work closely with the nurse in charge to understand shortfalls in nursing cover.
- To support colleagues with any training needs on using the e-rostering system.
- Provide ad-hoc administrative support to the intensive care unit.
- Act as a point of contact for the unit when escalating urgent issues to the matron or supervisory ward sister.
- Photo coping, filing, scanning and other administrative duties to ensure the efficient running of the team.
- To provide reception cover due to sickness or annual leave
- To undertake training as and when necessary and to ensure awareness of and compliance with Trust policies and procedures.
- Other tasks felt necessary for the role by the Line Manager.
Job description
Job responsibilities
- Line management of the ICU reception team
- To be responsible for maintaining rosters for all ICU nursing staff, housekeepers and admin staff using the E-Rostering system
- To ensure accurate recording of all Annual Leave, Sickness and Other Leave.
- Authorise annual leave in line with local guidelines and procedures, highlighting any issues to the line manager / matron / ward sister.
- To process leave requests and shift swaps in a timely manner via E-Rostering
- To ensure that there is sufficient nursing cover on each shift. Where there are shortfalls, try to resolve and where this is not possible, escalate to relevant Supervisory Ward Sister or Matron as early as possible.
- Ensure all relevant parties are aware of changes regarding cover, annual leave requests and requirements.
- Action telephone / email enquiries and take appropriate action.
- To liaise with IM&T teams to help solve IT issues.
- Work closely with the nurse in charge to understand shortfalls in nursing cover.
- To support colleagues with any training needs on using the e-rostering system.
- Provide ad-hoc administrative support to the intensive care unit.
- Act as a point of contact for the unit when escalating urgent issues to the matron or supervisory ward sister.
- Photo coping, filing, scanning and other administrative duties to ensure the efficient running of the team.
- To provide reception cover due to sickness or annual leave
- To undertake training as and when necessary and to ensure awareness of and compliance with Trust policies and procedures.
- Other tasks felt necessary for the role by the Line Manager.
Person Specification
Essential
Essential
- Good education including GCSE in Maths and English
- Good keyboard and computer skills (Microsoft Office)
- Previous experience using Microsoft Word, Excel and Outlook
- Previous administration experience
- Experience of working under pressure
- Experience of working in a multi-disciplinary environment and as part of a team
- Experience of working to deadlines
Desirable
- Previous experience using E-rostering
- Previous experience in managing rotas
- Experience of working in the NHS or a similar organisation
Person Specification
Essential
Essential
- Good education including GCSE in Maths and English
- Good keyboard and computer skills (Microsoft Office)
- Previous experience using Microsoft Word, Excel and Outlook
- Previous administration experience
- Experience of working under pressure
- Experience of working in a multi-disciplinary environment and as part of a team
- Experience of working to deadlines
Desirable
- Previous experience using E-rostering
- Previous experience in managing rotas
- Experience of working in the NHS or a similar organisation
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).
