Job Overview
An exciting opportunity has arisen for a Unit Administrator to support the Neuro Intensive Care team within Critical Care at University Hospital Southampton.
This role will provide Neuro ICU with administration support for the consultant team, medical staff, nursing, and other team members of the unit.
Main Duties of the Job
To provide a comprehensive secretarial and administrative service to the Critical Care teams of Neuro ICU including Matron/Clinical Lead, Consultant/senior nursing staff, and junior medical staff.
1. To maintain Health roster with the correct shifts for medical/nursing staff, manage annual leave, study leave, maternity/paternity leave, and sickness, and to highlight any frequent episodes or concerns including HR advice.
2. To provide a comprehensive secretarial service to the Care Group, Unit Clinical Lead and Matron, Consultants, and Senior Nurses and junior medical staff.
3. To create and format spreadsheets and forms for specific purposes, as required. To accurately input, update, and retrieve data using a variety of data collection systems (electronic and paper-based) including dbrotas, CLWRota, HR, NHSP, ESR Spreadsheets etc., and any new systems that may be introduced in the future.
Person Specification
Physical Requirements of the Post
Essential Criteria
* Health and physical abilities sufficient for the post (if necessary with reasonable adjustments with respect to the Equality Act/Disability Discrimination Act).
Qualifications / Training Required
Essential Criteria
* As a minimum, to be educated to GCSE (or equivalent) standard, with a pass in English and Maths.
* Knowledge of business and administration, developing new procedure and practice, acquired through training or experience to Vocational level 4 NVQ standard.
Desirable Criteria
* Experience of the NHS.
* Evidence of further professional development.
* Degree or equivalent.
Previous or Relevant Experience Necessary
Essential Criteria
* Experience as a PA or Secretary in a customer-focused environment.
* Office management experience.
* Well versed in the use of Microsoft Office, particularly Outlook, Word, and Excel.
Desirable Criteria
* Previous experience of working in a busy hospital environment.
* Working within an acute hospital setting.
* Experience of UHS & IT systems (Healthroster, EDOCs, Oracle).
* Experience of procurement order process and maintain Trust standards for preferred suppliers.
* Experience line managing staff.
Aptitudes and Skills Required
Essential Criteria
* Able to prioritise and manage a large and conflicting workload.
* Ability to work under pressure.
* Organisational and interpersonal skills.
* Excellent telephone/communication skills.
* Ability to compose correspondence from fragmented instructions.
* Ability to work with a range of factors to overcome problems that may impact on service delivery.
* Ability to make judgements and decisions for managing annual leave and sickness processes in the department.
* Forward planning.
Desirable Criteria
* Ability to lead on process for additional payment claims, to process and compile reports in regular communication with stakeholders to ensure accuracy and achieve deadlines.
Special Requirements of the Post
Essential Criteria
* Confident in dealing with people at all levels and a range of professionals.
* Able to demonstrate discretion and confidentiality at all times.
Desirable Criteria
* Able to be flexible with working hours if required.
Trust Values
Essential Criteria
* Patient First.
* Working Together.
* Always Improving.
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