Job summary
An exciting opportunity has arisen for a part- time Ward Administrator
to join Ward 15 at the Alexandra Hospital.
Your role as a Ward Administrator is to provide a high-quality
administrative service to meet the requirements of the ward. We are looking for
a highly motivated individual, with excellent organisational and IT skills,
accuracy and attention to detail. You will be expected to work as part of a
team, whilst also being proactive in managing your own workload.
This is a part- time position comprising of 16 hours per week, with the days and working hours to be agreed upon on commencement, but can be offered as flexible.
Your responsibilities will include; efficient and accurate
recording of data including staff files and sensitive information,
administrating new starters and leavers, processing changes to staff
information, assisting in recruitment processes, absence and sickness
monitoring and reporting. You will also be responsible for the monitoring of
mandatory training compliance for the ward staff as well as assisting with
course bookings. You will be expected to arrange, take part in and report on
staff meetings as well HR meetings with individuals. Additional administrative
duties may also be required.
This is a varied and rewarding role, and although not
patient facing, you will be based on the Ward under supervision of the Ward
Manager.
Main duties of the job
Provide
dedicated administrative support to the Inpatient Manager, Matron and wider
ward team.
Administer all office systems to a high
standard, both electronic and hard copy, across the service, ensuring they run
smoothly through having well planned and organised administrative systems and
processes in place.
Assist with
planning and arranging meetings, ensuring all necessary arrangements are made,
such as room bookings, refreshments, etc.
Attend
designated meetings where the information may be complex and sensitive, taking
and transcribing minutes. Distribute information prior to and after meetings in
a timely way.
Type
confidential correspondence, reports and other documentation to a high standard
within agreed timescales.
Record,
prepare and process records for archiving in a timely manner.
Operate
office equipment, including printers, faxes, PCs, scanners and telephones.
Assist in
the preparation, collection, photocopying, printing and processing of materials
for management and service information meetings.
Manage the
distribution of service user and staff communications and wider information
across the service as required.
Assist in the production and
maintenance of clinical rotas via the E Rostering system, including the booking
of bank and agency staff.
Co-ordinate
annual leave and training requirements and ensure records are maintained on
ESR.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
Job description
Job responsibilities
Provide
dedicated administrative support to the Inpatient Manager, Matron and wider
ward team.
Be
the central point of contact and maintain relationships across the wards,
assisting the team in the development and maintenance of efficient and
effective office procedures and administrative tasks.
Ability
to plan and prioritise own workload and that of the wards on a daily basis,
working mainly without supervision and using own initiative.
Maintain
effective communication across the wards, taking phone calls and either
directing the caller to the appropriate team member or taking messages as
required. To be proactive in dealing with patient, relative or carer enquiries.
Administer
all office systems to a high standard, both electronic and hard copy, across
the service, ensuring they run smoothly through having well planned and
organised administrative systems and processes in place.
Efficient
and accurate recording of data on all electronic systems, including the use of
and production of reports and documents for team members.
Assist
with planning and arranging meetings, ensuring all necessary arrangements are
made, such as room bookings, refreshments, etc.
Attend
designated meetings where the information may be complex and sensitive, taking
and transcribing minutes. Distribute information prior to and after meetings in
a timely way.
Type
confidential correspondence, reports and other documentation to a high standard
within agreed timescales.
Record,
prepare and process records for archiving in a timely manner.
Work
in a collaborative manner with internal services, stakeholders and other
agencies.
Operate
office equipment, including printers, faxes, PCs, scanners and telephones.
Assist
in the preparation, collection, photocopying, printing and processing of
materials for management and service information meetings.
Manage
the distribution of service user and staff communications and wider information
across the service as required.
Assist
with the recruitment, selection and induction process for new staff in
conjunction with the Ward Sister / Charge Nurse.
Assist
in the production and maintenance of clinical rotas via the E Rostering system,
including the booking of bank and agency staff.
Co-ordinate
annual leave and training requirements and ensure records are maintained on
ESR.
To
maintain staff personnel files.
To
undertake non-clinical audits as appropriate, e.g. medical records audits.
Measure
own personal goals and ensure they align to the wider Trust goals and strategic
objectives, undertaking relevant personal and professional development
activities.
Comply
with all statutory, legislative and local policies applicable to this post.
Job description
Job responsibilities
Provide
dedicated administrative support to the Inpatient Manager, Matron and wider
ward team.
Be
the central point of contact and maintain relationships across the wards,
assisting the team in the development and maintenance of efficient and
effective office procedures and administrative tasks.
Ability
to plan and prioritise own workload and that of the wards on a daily basis,
working mainly without supervision and using own initiative.
Maintain
effective communication across the wards, taking phone calls and either
directing the caller to the appropriate team member or taking messages as
required. To be proactive in dealing with patient, relative or carer enquiries.
Administer
all office systems to a high standard, both electronic and hard copy, across
the service, ensuring they run smoothly through having well planned and
organised administrative systems and processes in place.
Efficient
and accurate recording of data on all electronic systems, including the use of
and production of reports and documents for team members.
Assist
with planning and arranging meetings, ensuring all necessary arrangements are
made, such as room bookings, refreshments, etc.
Attend
designated meetings where the information may be complex and sensitive, taking
and transcribing minutes. Distribute information prior to and after meetings in
a timely way.
Type
confidential correspondence, reports and other documentation to a high standard
within agreed timescales.
Record,
prepare and process records for archiving in a timely manner.
Work
in a collaborative manner with internal services, stakeholders and other
agencies.
Operate
office equipment, including printers, faxes, PCs, scanners and telephones.
Assist
in the preparation, collection, photocopying, printing and processing of
materials for management and service information meetings.
Manage
the distribution of service user and staff communications and wider information
across the service as required.
Assist
with the recruitment, selection and induction process for new staff in
conjunction with the Ward Sister / Charge Nurse.
Assist
in the production and maintenance of clinical rotas via the E Rostering system,
including the booking of bank and agency staff.
Co-ordinate
annual leave and training requirements and ensure records are maintained on
ESR.
To
maintain staff personnel files.
To
undertake non-clinical audits as appropriate, e.g. medical records audits.
Measure
own personal goals and ensure they align to the wider Trust goals and strategic
objectives, undertaking relevant personal and professional development
activities.
Comply
with all statutory, legislative and local policies applicable to this post.
Person Specification
Qualifications
Essential
- Educated to GCSE Grade C, including English and maths.
- Knowledge of administration and / or office procedures.
Desirable
- Previous knowledge or experience of working in an office and / or customer care environment, undertaking administrative duties.
- Knowledge of NHS systems and processes
Experience
Essential
- Previous experience of working within an administrative service / customer service environment.
- Ability to work on own initiative.
- Ability to work as part of a team
Desirable
- Previous NHS experience in a similar role
Skills & Knowledge
Essential
- Computer literate with an ability to navigate around various systems and software packages including MS Office, Outlook, the internet and databases.
- Ability to work effectively in a team and under direction on routine tasks without the need for supervision.
- Ability to prioritise and manage workload.
- Ability to use own initiative and apply a practical
- problem solving approach in everyday situations.
- Demonstrates confidential and effective written and verbal communication skills, with the ability to empathise, be supportive and sensitive to the needs of others demonstrates an awareness of diversity in the workplace.
- Demonstrates excellent customer care and telephone skills.
- Ability to apply attention to detail.
Desirable
- Previous experience in the use of E Rostering, ESR
Person Specification
Qualifications
Essential
- Educated to GCSE Grade C, including English and maths.
- Knowledge of administration and / or office procedures.
Desirable
- Previous knowledge or experience of working in an office and / or customer care environment, undertaking administrative duties.
- Knowledge of NHS systems and processes
Experience
Essential
- Previous experience of working within an administrative service / customer service environment.
- Ability to work on own initiative.
- Ability to work as part of a team
Desirable
- Previous NHS experience in a similar role
Skills & Knowledge
Essential
- Computer literate with an ability to navigate around various systems and software packages including MS Office, Outlook, the internet and databases.
- Ability to work effectively in a team and under direction on routine tasks without the need for supervision.
- Ability to prioritise and manage workload.
- Ability to use own initiative and apply a practical
- problem solving approach in everyday situations.
- Demonstrates confidential and effective written and verbal communication skills, with the ability to empathise, be supportive and sensitive to the needs of others demonstrates an awareness of diversity in the workplace.
- Demonstrates excellent customer care and telephone skills.
- Ability to apply attention to detail.
Desirable
- Previous experience in the use of E Rostering, ESR
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).
