Job summary
We are pleased to offer this exciting opportunity to join our friendly and dynamic team on Ward 408.
We are looking for a highly organised individual with excellent communication skills, who will act as an integral part of the team.
The post holder will provide secretarial and administrative support to the Ward Managers and deputies, acting as personal assistant, being first point of contact for all non-clinical issues on behalf of the Senior Sister / Charge Nurse.
The Ward Administrator will work co-operatively with colleagues, as part of the team and perform additional duties as and when directed by the Senior Sister / Charge Nurse, to enable the ward nursing staff to undertake direct patient care. Work cooperatively as part of the multi-disciplinary team supporting colleagues in work associated with patient care.
Overview of Responsibilities:
* Ensure the Senior Sister / Charge Nurse and deputies receive secretarial and administrative support by acting as a personal assistant.
* Manage the administration and coordination of annual leave, staff attendance records and updating of personal files.
* Coordinate and arrange all study and mandatory training requirements for ward staff.
* Liaise with Senior Sister / Charge Nurse regarding HR and staffing issues.
* Request bank and agency cover as directed by the Senior Sister / Charge Nurse.
Main duties, tasks & skills required
* Act as personal assistant to the Senior Sister / Charge Nurse and deputies, providing secretarial and administrative support.
* Take the lead in opening paper and email correspondence, prioritising and taking necessary preparatory action before referring to the Senior Sister / Charge Nurse.
* Manage and organise the diary/electronic schedule of the Senior Sister / Charge Nurse, scheduling appointments and coordinating meetings.
* Collate information and draft correspondence, such as letters, reports, references and memorandums using own judgement and initiative.
* Manage and update all filing systems (paper & electronic), ensuring all Trust Policy files are kept up to date. Create/develop new files and systems where appropriate.
* Be responsible for the upkeep of the computerised off duty system. Verify automated system calculations of staffing levels and agency usage, analysing discrepancies to ensure correct staffing figures are submitted.
* Control accounts of donations to the ward from relatives. Respond in writing to patients/relatives, receipting donations and arranging banking of cheques.
* Design, collate relevant information and produce/update ward information packs.
* Be responsible for taking minutes at ward meetings and producing minutes to be distributed to staff.
About us
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to investing in their health and wellbeing, including a commitment to offering flexible working where we can.
We offer our staff a wide variety of training and development opportunities to support their personal and career development objectives.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff can reach their true potential, achieve their ambitions and thrive in their work. This is more than words; we are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation.
University Hospitals Birmingham is a Smoke-Free premises hospital.
Job description
*Please Note: For a detailed job description for this vacancy, please see attached Job Description.*
Person specification
Qualifications
Essential
* Numerate and Literate
* GCSE Grade C or above in Mathematics and English Language or equivalent.
* RSA 2 or equivalent word processing.
Desirable
* NVQ Level 3 in admin/related field or equivalent experience.
Experience
Essential
* Experience of working in either a customer-facing role or within the general public/patients.
* Experience of a previous admin role in a Health Care Environment.
Additional Criteria
Essential
* Excellent verbal and written communication skills with all levels of staff.
* Maintain a high level of accuracy.
* Professional telephone skills/manner.
* Excellent organisational and prioritising skills including own workload.
* Excellent written skills - message taking, document completion and minute taking.
* Demonstrate negotiating skills - ward team, other departments, patients and relatives.
* Working knowledge of computer systems and ability to learn quickly.
* Positive and flexible attitude to work.
* Demonstrates an understanding of the need for patient-focused care.
* Able to work effectively on own or as part of a diverse team and meet tight deadlines.
* Able to recognise and resolve routine issues referring where appropriate.
* Ability to treat everyone with whom they come into contact with dignity and respect.
Knowledge:
* Understanding the need for confidentiality and to remain impartial.
* Knowledge of the need for prevention of cross infection.
Personal Attributes:
* Ability to remain calm under pressure.
* Ability to manage difficult and stressful situations.
* To be conscientious and hard-working.
* To be reliable, flexible and honest.
* Able to use own initiative.
Desirable
* Good working knowledge of IT applications including Microsoft Office Packages (i.e., Outlook, Word, Excel).
* Prepared to undertake further training.
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.
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