Ward Administrative Assistant - Responsibilities Team Support Organize and schedule ward team meetings, including preparation and circulation of agendas. Attend ward meetings, take detailed minutes, and distribute them to relevant stakeholders. Staffing Administration Maintain and update staff rosters using the Rotageek system, including same-day changes and escalations as directed by the Ward Manager. Update the daily staffing board with nursing numbers. Manage the release of shifts from Rotageek to Locums Nest to ensure adequate staffing. Prepare return-to-work documentation and manually track sickness reports if Rotageek data is unavailable. Monitor and record annual leave, updating Rotageek with approved requests and maintaining accurate leave records. Support annual leave planning to balance absences across the year. Track staff turnover, prepare starter and leaver forms, and ensure timely sign-off by the Ward Manager. Maintain confidential and accurate personal staff files. Training and Development Coordinate mandatory and role-specific training sessions as identified during appraisals, ensuring timely scheduling and accurate record-keeping in Rotageek and ESR. Forward-book staff appraisals and report overdue sessions to leadership. Maintain and update Quality and Harms board data, ensuring staff action plans for Harm-Free Care are accessible. Communication and Patient Support Remind staff to communicate with families according to the Compassionate Communication Policy. Contact families to arrange updates or meetings as directed by the Ward Manager. Administrative Support Provide comprehensive administrative support to the Ward Manager to facilitate ward operations and quality compliance. Manage ward-related correspondence, including drafting and sending letters as requested. Support ward accreditation and prepare data for Key Performance Indicators (KPIs) and audits. Ensure ward and patient information boards are updated and stocked with appropriate materials. Assist with data reporting for Acuity and Dependency metrics, Tendable, and Infection Prevention and Control audits. Support the ward manager with diary management, email responses, and preparation for meetings or complaint responses. Finance and Budget Management Maintain an accurate ledger of ward donations, including receipts and acknowledgments. Assist with local asset registers and Oracle orders as required. Stores and Maintenance Manage and maintain mattress, bed, and chair rental records in collaboration with the ward PA. Coordinate with the material management team for stock replenishment as needed. Health and Safety Monitor and record health and safety data, ensuring adherence to local regulations and infection prevention protocols. Ensure timely reporting and resolution of equipment faults and that equipment is PAT-tested and within compliance. Support COSHH compliance and maintain up-to-date risk assessments. Monitor patient safety alerts and Datix incident reports, identifying and escalating recurring themes. Assist with Datix investigations, including collating statements and managing follow-up actions.