Ward Administrator

3 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

Adult Critical Care are looking to employ a motivated and conscientious ward administrator to join our friendly and dynamic multi professional team caring for critically ill patients and their families.

The post holder will provide a comprehensive administrative service to senior colleagues, assisting with the smooth and effective performance of their duties and making a direct and positive contribution to the work of the team. The post holder must exercise initiative and organise their own workload within the constraints of defined deadlines.

Please note that this role is based at both our QMC and City Hospital sites (AICU and E12 at QMC; CCD at City Hospital) and the post holder will be part of a rota that involves working flexible between sites.

Main Duties

Provide comprehensive administrative and secretarial service to the nursing staff within the ward area, to include monitoring quality and audit activity, data entry and the production of charts and graphs using Microsoft Excel as required.

Assist in the day-to-day administration management of workforce and education activities, including data entry and producing training reports.

Provide administrative support and timely workforce & education information related to the nursing service as required by ward sister/charge nurse.

To provide personal assistant support for senior members of the team/ ward manager.

The post holder will be based cross campus, with post holders expected to work flexibly across both the Queens Medical Centre and Nottingham City Hospital sites.

Every day, our teams at Nottingham University Hospitals NHS Trust (NUH) make a difference. We save lives, we improve lives and we usher in new life. We are proud to play a central role in supporting the health and wellbeing of people in Nottingham, Nottinghamshire and our surrounding communities.

With more than 18,000 colleagues, we are the largest employer in Nottinghamshire and one of the biggest and busiest NHS Trusts in the country, serving more than 2.5m residents of Nottingham and Nottinghamshire and a further four million people across the East Midlands and beyond.

KEY JOB RESPONSIBILITIES

To liaise with ward sister / charge nurse and pay services in the documentation of unsocial hours payments. Notifying pay services of sickness, maternity, annual and special leave and compiling monthly figures for staff sickness, study leaves and other absences as required by the manager.

To assist the ward sister in ensuring electronic rosters are performed to the specified timeline, ensuring the ward is adequately staffed within the agreed establishment figures. To ensure that the rosters are locked for submission to pay services, annual leave approved and shift amendments altered as required.

To support ward sister / charge nurse in effective collection and inputting of data of ward productivity data incorporating patient compliments and complaints, productive ward satisfaction surveys, DIPC questionnaires, falls data, saving lives, observations audits and 5 S audits.

To provide statistical information as requested by the ward sister / charge nurse relating to workforce and education activity. To maintain a record of staff mandatory training, IPR dates etc

To ensure new staff are booked on and aware of Trust induction training dates and ward induction programme

To manage and update the electronic diaries of the senior management team and to make appointments, arrange meetings and inform all interested parties and attendees of the key information.

To arrange service department meetings, produce agendas and document minutes for distribution to members.

Word processing of complex correspondence and documents as required. Creation of own correspondence and documents as appropriate. Use of IT skills to produce power point/graphical presentations/spreadsheets, as required for the management team.

To organise and maintain the ward sister /charge nurse office with regard to filing systems and provide evidence for quality audits and productivity data eg. Standards better health, productive ward board.

To keep the ward major incident cascade systems up-to-date and ensure ward staff are aware of the process.

To keep ward procedure files up-to-date.

To maintain agency staff records and check invoices correspond with time sheets for authorisation of payment by matron.

Assist the matron and senior management in the day to day administration of staffing matters within the Directorate, such as maternity and sickness.

Assist the senior team in organising annual appraisals. Ensure relevant paperwork is available and records are maintained.

Assist the training team in the recruitment and selection of new staff, including arranging and preparing interview packs, venues, authorising ID badges, checking and completing new starter paperwork and submitting to appropriate departments.

Ensure appointments, terminations and changes to contracts are dealt with in accordance with HR procedures, i

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