Job summary
We are looking for an enthusiastic, motivated individual to join us in the role of Ward Manager's Assistant on the busy Oncology Ward and the Oncology/Haematology Triage Department at the Churchill Hospital.
The main purpose of the post is to provide administrative and secretarial support to the Ward Managers. The post holder will work closely with the Ward Managers and all relevant staff members to provide a comprehensive, professional and confidential PA/secretarial and administrative service.
Main duties of the job
The post holder will develop and implement administrative systems which will ensure the efficient and effective running of the ward, allowing the Ward Manager to concentrate more fully on the clinical aspects of his/her job role. The post holder will also respond to enquiries from other ward staff and wider administration team and will provide cover for the Ward Clerk and their duties.
About us
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.
Job description
Job responsibilities
For full details please refer to the attached job description.
To work closely with the Ward Managers and other relevant staff to identify, develop and implement administrative systems on the ward. These may include the following:
1. Provide secretarial support to the Ward Manager, preparing and keeping his/her diary
2. Record and respond to all enquiries and requests on behalf of the Ward Manager, and personally act upon when appropriate
3. Prepare and type letters and reports as required
4. Organize all relevant meetings
5. Assist with extracting information from EPR for reports
6. Support with reporting and coding of activity on EPR
7. Meet & greet new members of staff, visitors and patients
8. Send out meeting invites and keep a record of when meetings are due.
9. Schedule Return to Work meetings and absence management meetings, supporting with required documentation
10. Ensure all relevant paperwork is available for meetings
11. Post sensitive documentation using recorded delivery
12. Represent ward staff or managers at appropriate meetings, reporting back accordingly
13. Manage the administrative process for the recruitment and orientation of new ward staff
14. Assist with Leavers administration
15. Keep accurate records of vacancies
16. Make changes to e-rostering as required by the Ward Manager
17. Ensure that all relevant paperwork is submitted to HR in a timely fashion
18. Ensure that payroll documentation is submitted
19. Uploading information on trust intranet Teams and internal shared drives as required
20. Provide support with Ulysses incident management system and Ulysses risk register
21. Help ward staff keep the noticeboards and leaflets up to date on the unit
22. Ensure there is proper governance for all patient and ward documentation that complies with Trust policies and that it is adhered to
23. Ensure there is a proper system for the collection and storage of audits and other monitoring and sensitive information, both electronically and paper copies
24. Organize appointments and transport for staff when required
25. Assist the ward staff and/or ward clerk in requesting and reporting maintenance work required on the ward, as appropriate
26. Order equipment, stores as necessary
27. Collate records of training and professional registration for the ward staff, ensuring the Ward Managers are aware of any lapses
Person Specification
Qualifications and Experience
Essential
28. Previous experience of secretarial/administrative work
29. Good general education to NVQ level 3 or equivalent
Desirable
30. Previous experience of working in the NHS or other Healthcare sector
Skills and Knowledge
Essential
31. Good knowledge and use of the English language
32. Computer literacy: Microsoft Office Suite; ECDL or equivalent,
33. Communication skills with a variety of people eg. Clinical staff of all professions and students/trainees, administrative staff and colleagues, patients and their visitors (oral and written)