Main area: Administration - Oncology and Haematology
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 321-SW1-6652095-B3-PUB
Employer: Oxford University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Churchill Hospital
Town: Headington
Salary: £24,071 - £25,674 pro rata per annum
Salary period: Yearly
Closing: 03/12/2024 23:59
Interview date: 10/12/2024
Ward Manager's Assistant - Oncology Ward/Triage Department
NHS AfC: Band 3
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country, providing a wide range of general and specialist clinical services.
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. The post holder will also respond to enquiries from other ward staff and provide cover for the Ward Clerk and their duties.
* Provide secretarial support to the Ward Manager, preparing and keeping his/her diary
* Record and respond to all enquiries and requests on behalf of the Ward Manager
* Prepare and type letters and reports as required
* Organize all relevant meetings
* Assist with extracting information from EPR for reports
* Support with reporting and coding of activity on EPR
* Meet & greet new members of staff, visitors, and patients
* Send out meeting invites and keep a record of when meetings are due
* Schedule Return to Work meetings and absence management meetings
* Ensure all relevant paperwork is available for meetings
* Post sensitive documentation using recorded delivery
* Represent ward staff or managers at appropriate meetings
* Manage the administrative process for the recruitment and orientation of new ward staff
* Assist with ‘Leavers’ administration
* Keep accurate records of vacancies
* Make changes to e-rostering as required
* Ensure that all relevant paperwork is submitted to HR in a timely fashion
* Ensure that payroll documentation is submitted
* Uploading information on trust intranet ‘Teams’ and internal shared drives
* Provide support with Ulysses incident management system and Ulysses risk register
* Help ward staff keep the noticeboards and leaflets up to date
* Ensure proper governance for all patient and ward documentation
* Ensure proper system for the collection and storage of audits and other monitoring information
* Organize appointments and transport for staff when required
* Assist ward staff in requesting and reporting maintenance work
* Order equipment and stores as necessary
* Collate records of training and professional registration for ward staff
Person specification
Qualifications and Experience
* Previous experience of secretarial/administrative work
* Good general education to NVQ level 3 or equivalent
* Previous experience of working in the NHS or other Healthcare sector
Skills and Knowledge
* Good knowledge and use of the English language
* Computer literacy: Microsoft Office Suite; ECDL or equivalent
* Communication skills with a variety of people
COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues, and our patients from the virus. While vaccination is not a condition of employment, we encourage our staff to get vaccinated.
Probation Period: This post is subject to a 6 month probationary period.
Referencing: When providing employment reference details, please provide correct work-related email addresses.
Next Steps: Please read the job description and person specification, and ensure your supporting statement reflects this.
No unsolicited recruitment agency telephone calls or emails.
The postholder will have access to vulnerable people in the course of their normal duties, and as such this post is subject to the Rehabilitation of Offenders Act 1974.
Hannah Voller, Ward Manager - Oncology and Haematology Triage
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