Ward Coordinator - Nicholas/Fairfax ward
South Warwickshire University NHS Foundation Trust
We are looking for a highly motivated individual to work with the existing teams on Nicholas ward and Fairfax Ward. This role involves working alongside our nursing team to help deliver high-quality care.
Working directly for the Ward Managers, the Ward Operational Co-ordinator will provide operational and administrative support to ensure the wards run effectively.
You will assist the Ward Managers in managing and scheduling the team's work patterns, meeting schedules, notes, minutes and actions, project co-ordination, and supporting staff-related processes such as sickness absence management, annual leave, and team rostering. This role is varied and engaging, suitable for individuals looking to progress into management or human resources roles.
A background in administration, business management, or project co-ordination is preferred. You should demonstrate good interpersonal, negotiation, verbal, and written communication skills, along with excellent IT skills and the ability to plan, prioritise, manage time, and solve problems effectively, with an understanding of the clinical patient journey.
The post holder will work between two ward areas, responding to various situations daily.
Main duties of the job
To provide operational and administrative support to the Ward Managers in a way that is responsive to their needs.
Job Responsibilities
Ward Manager Support
* Manage the electronic diary effectively, prioritising entries based on objectives and geographical implications.
* Provide comprehensive administrative support for HR and incident investigations, including arranging meetings and taking minutes.
* Work independently to manage and prioritise administrative tasks.
* Handle telephone communications on behalf of the Ward Manager/Clinical Sisters, ensuring accurate and timely communication.
* Provide effective administrative support within a changing environment, managing confidential information.
Health Roster
* Arrange return-to-work meetings and ensure documentation is completed.
* Monitor sickness triggers and liaise with HR as necessary.
* Draft sickness outcome letters and schedule review meetings.
* Monitor annual leave usage and communicate available slots to ward staff.
* Monitor appraisals and professional registration renewals.
* Ensure mandatory training compliance for ward staff.
Staff Administration
* Support recruitment of new staff and coordinate induction and training.
* Generate and submit change and termination forms for authorisation.
Communication
* Act as Communication Champion for the ward, ensuring Trust messages are disseminated.
* Attend Trust meetings and draft feedback for ward staff.
* Compile the ward newsletter and arrange ward meetings.
Person Specification
Qualifications
* NVQ Level III in Business Administration or a willingness to undertake.
* Good standard of general education (4 GCSEs or equivalent), including Maths and English language.
* Evidence of ongoing professional development.
* Diploma in administrative practice or business management.
Experience
* Previous experience in a clerical/administration post.
* Previous experience within the NHS.
Skills
* Good interpersonal, negotiation, verbal, and written communication skills.
* Excellent IT skills, including Microsoft Office and other databases.
* Sound personal management skills in prioritising, planning, and problem-solving.
* Ability to maintain confidentiality.
Personal Qualities
* Ability to work effectively as part of a team and independently.
* Ability to handle unpredictable workloads and interruptions.
* Tactful and diplomatic.
* Adaptable and flexible.
* Ability to follow up on action points from meetings.
Other
* Flexibility to work in other areas when required.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, necessitating a Disclosure submission to check for any previous criminal convictions.
South Warwickshire University NHS Foundation Trust
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