Ward AdministratorNHS

Job summary

We are looking for an enthusiastic, hardworking induvial who can provide and efficient administrative service to the Acute Medical Short Stay Unit Ward Manager and support the team within Medicine and Emergency Care. You will be responsible for the day-to-day administration of the ward ensuring service users / patients and staff are provided with a comprehensive support service.

Main duties of the job

• Provide dedicated administrative support to the Ward Manager, Matron and wider ward team.
• Be the central point of contact and maintain relationships across the wards, assisting the team in the development and maintenance of efficient and effective office procedures and administrative tasks.
• Ability to plan and prioritise own workload and that of the wards on a daily basis, working mainly without supervision and using own initiative.
• Maintain effective communication across the wards, taking phone calls and either directing the caller to the appropriate team member or taking messages as required. To be proactive in dealing with staff, patient, relative or carer enquiries.
• Administer all office systems to a high standard, both electronic and hard copy, across the service, ensuring they run smoothly through having well planned and organised administrative systems and processes in place.
• Responsible for utilising the Trusts I-Procurement solution to raise requisitions, receipt deliveries and resolve notifications in line with the Trusts procurement policy.

Job description

Provide dedicated administrative support to the Ward Manager, Matron and wider ward team.

Be the central point of contact and maintain relationships across the wards, assisting the team in the development and maintenance of efficient and effective office procedures and administrative tasks.

Ability to plan and prioritise own workload and that of the wards on a daily basis, working mainly without supervision and using own initiative.

Maintain effective communication across the wards, taking phone calls and either directing the caller to the appropriate team member or taking messages as required. To be proactive in dealing with staff, patient, relative or carer enquiries.

Administer all office systems to a high standard, both electronic and hard copy, across the service, ensuring they run smoothly through having well planned and organised administrative systems and processes in place.

Responsible for utilising the Trusts I-Procurement solution to raise requisitions, receipt deliveries and resolve notifications in line with the Trusts procurement policy.

Efficient and accurate recording of data on all electronic systems, including the use of and production of reports and documents for team members.

Provide cover for other Administrators in their absence through sickness, annual leave or training.

Assist with planning and arranging meetings, ensuring all necessary arrangements are made, such as room bookings, refreshments, etc.

Attend designated meetings where the information may be complex and sensitive, taking and transcribing minutes. Distribute information prior to and after meetings in a timely way.

Type confidential correspondence, reports and other documentation to a high standard within agreed timescales.

Record, prepare and process records for archiving in a timely manner.

Manage the Ward Sister / Charge Nurse electronic inbox and action emails as necessary.

Work in a collaborative manner with internal services, stakeholders and other agencies.

This role involves processing information that may be sensitive or distressing.

Operate office equipment, including printers, PCs, scanners and telephones.

Assist in the preparation, collection, photocopying, printing and processing of materials for management and service information meetings.

Manage the distribution of service user and staff communications and wider information across the service as required.

Order items / services via the IPROC procurement system and ensure all office stock levels are monitored and audited on a regular basis.

Assist with the recruitment, selection and induction process for new staff in conjunction with the Ward Manager.

Assist in the production and maintenance of clinical rotas via the E Rostering system, including the booking of bank and agency staff.

Assist in the sickness management of the ward, including typing Return to Work Paperwork, Stage letters, and updating the sickness spreadsheet.

Co-ordinate annual leave and training requirements and ensure records are maintained on ESR.

To assist in the monitoring, and investigation of complaints as directed by Ward Sister / Charge Nurse.

To maintain staff personnel files.

To undertake non-clinical audits as appropriate.

Measure own personal goals and ensure they align to the wider Trust goals and strategic objectives, undertaking relevant personal and professional development activities.

Comply with all statutory, legislative and local policies applicable to this post.

Support and maintain health, safety and security across the service.

Undertake any ad-hoc duties as required by the service

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.