Job summary
Do you want to work for one of the UK's largest Trusts, situated in the heart of the "Garden of England", just a stone's throw from London and with easy, fast access to France and beyond?
We have an excellent opportunity for aWard ManagersAssistant on Kennington Ward, William Harvey Hospital, Ashford.
Main duties of the job
Please see job description for full details
- Undertake administrative and clerical staff appraisal and personal development plans
- Assist in managing sickness absence in accordance with HR polices and guidance.
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To assist the Ward Manager with their everyday duties, including, reports, audits, health roster, staffing levels, prepare meeting notes, staff training, assisting with recruitment & putting shifts out to agency.
About us
We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 695,000 people.
Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'.
We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day."
If you are considering applying for any vacancy with East Kent Hospitals University Foundation Trust (EKHUFT) please ensure you are comfortable being fully vaccinated against COVID-19 and that you understand that we are treating COVID-19 positive patients within our hospital.
Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
"Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability."
Job description
Job responsibilities
- Undertake administrative and clerical staff appraisal and personal development plans
- Assist in managing sickness absence in accordance with HR polices and guidance.
- Ensure electronic staff rota is kept up to date
- To contribute to hospital management process as required.
- Ensure that patients notes are logged, kept in line with the Data Protection Act prior to returning them to file and advising the central filing section of the whereabouts of files at all times in accordance with recognised procedures.
- Assist in the collection, collation and presentation of all activity data required by the Directorate, for eg: staff sickness.
- Assist Unit Manager in ensuring that the Unit has adequate staff by reviewing rota and requesting agency cover as required.
- Keep diary appointments contacting relevant individuals, booking rooms, arranging hospitality, preparing papers etc to ensure effective time management and forward planning of our patient elective and emergency clinics and with minimal disruptions.
- Arrange and attend meetings, take minutes and take forward assigned actions as required.
- Maintain an effective filing system, ensuring that outstanding issues are monitored and resolved.
- Deal with correspondence as appropriate to provide professional and timely communication links between patient/relatives and medical/clinical staff and ensure channels of communication are efficient and effective all times.
- Collect a range of data as required including symbiotic data as appropriate to aid decision making and allow forward planning of future services.
- Arrange meetings and keep diaries for Unit Managers as appropriate to ensure effective time management and forward planning of clinics and theatre sessions with minimal disruption.
- Provide cover for other administrative and clerical staff during periods of absence.
- Support the Unit Manager by ordering supplies and stationery using the Trust systems available.
- Be responsible for booking staff training and ensuring staff mandatory training matrix is updated.
Job description
Job responsibilities
- Undertake administrative and clerical staff appraisal and personal development plans
- Assist in managing sickness absence in accordance with HR polices and guidance.
- Ensure electronic staff rota is kept up to date
- To contribute to hospital management process as required.
- Ensure that patients notes are logged, kept in line with the Data Protection Act prior to returning them to file and advising the central filing section of the whereabouts of files at all times in accordance with recognised procedures.
- Assist in the collection, collation and presentation of all activity data required by the Directorate, for eg: staff sickness.
- Assist Unit Manager in ensuring that the Unit has adequate staff by reviewing rota and requesting agency cover as required.
- Keep diary appointments contacting relevant individuals, booking rooms, arranging hospitality, preparing papers etc to ensure effective time management and forward planning of our patient elective and emergency clinics and with minimal disruptions.
- Arrange and attend meetings, take minutes and take forward assigned actions as required.
- Maintain an effective filing system, ensuring that outstanding issues are monitored and resolved.
- Deal with correspondence as appropriate to provide professional and timely communication links between patient/relatives and medical/clinical staff and ensure channels of communication are efficient and effective all times.
- Collect a range of data as required including symbiotic data as appropriate to aid decision making and allow forward planning of future services.
- Arrange meetings and keep diaries for Unit Managers as appropriate to ensure effective time management and forward planning of clinics and theatre sessions with minimal disruption.
- Provide cover for other administrative and clerical staff during periods of absence.
- Support the Unit Manager by ordering supplies and stationery using the Trust systems available.
- Be responsible for booking staff training and ensuring staff mandatory training matrix is updated.
Person Specification
Qualifications
Essential
- Qualifications & Traning
- Basic Literacy and numeracy, knowledge of range of admin procedures, attention to detail
Desirable
- Skills and Experience
- 2 year's experience in an office environment. Excellent communication and interpersonal skills and empathy and diplomacy. Able to prioritise own work Ability to remain calm in a pressurised environment
Personal Progfessional
Essential
- Good interpersonal and communication skills
Desirable
- To be aware of and adhere to the trust vision, mission and values Remain calm under pressure
Governance
Essential
- Be up to date with Trust Policy
Desirable
- Be up to date with policies
Person Specification
Qualifications
Essential
- Qualifications & Traning
- Basic Literacy and numeracy, knowledge of range of admin procedures, attention to detail
Desirable
- Skills and Experience
- 2 year's experience in an office environment. Excellent communication and interpersonal skills and empathy and diplomacy. Able to prioritise own work Ability to remain calm in a pressurised environment
Personal Progfessional
Essential
- Good interpersonal and communication skills
Desirable
- To be aware of and adhere to the trust vision, mission and values Remain calm under pressure
Governance
Essential
- Be up to date with Trust Policy
Desirable
- Be up to date with policies
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).
