Band 3 Ward Administrator

7 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
The post holder will provide secretarial and administrative support to the Ward Managers and deputies, acting as personal assistant, being first point of contact for all non-clinical issues on behalf of the Senior Sister / Charge Nurse.
- The Ward Administrator will work co-operatively with colleagues, as part of the team and perform additional duties as and when directed by the Senior Sister / Charge Nurse, to enable the ward nursing staff to undertake direct patient care. Work cooperatively as part of the multi-disciplinary team supporting colleagues in work associated with patient care.

Overview of Responsibilities:

- Ensure the Senior Sister / Charge Nurse and deputies receive secretarial and administrative support by acting as a personal assistant.
- To manage the administration and coordination of annual leave, staff attendance records and updating of personal files.
- Coordinate and arrange all study and mandatory training requirements for ward staff.
- Liaise with Senior Sister / Charge Nurse regarding HR and staffing issues.
- Request bank and agency cover as directed by the Senior Sister / Charge Nurse

**Main duties, tasks & skills required**:

- To act as personal assistant to the Senior Sister / Charge Nurse and deputies, providing secretarial and administrative support.
- To manage and organise the diary/ electronic schedule of the Senior Sister / Charge Nurse, scheduling appointments and coordinating meetings.
- To collate information and draft correspondence, for example, letters, reports, references and memorandum using own judgement and initiative.
- To manage and update all filing systems (paper & electronic), ensuring all Trust Policy files are kept up to date. To create / develop new files and systems where appropriate.
- To be responsible for the upkeep of the computerised off duty system. To verify automated system calculations of staffing levels and agency usage, analysing any discrepancies to ensure correct staffing figures are submitted.
- Control of accounts of donations to ward from relatives. Respond in writing to patients/relatives, receipting donations and arranging banking of cheques.
- Design, collate relevant information and produce/update ward information packs.
- To be responsible for the taking of minutes at ward meetings and producing of minutes to be distributed to staff.
- To undertake administration of the Patient Satisfaction Surveys, assisting patients with feedback of the perception of experience on the ward.

**About us**:
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

**Job description**:
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

**Person specification**:
**Qualifications**:
**Essential**:

- Numerate and Literate
- GCSE Grade C or above in Mathematics and English Language or equivalent.
- RSA 2 or equivalent word processing

**Experience**:
**Essential**:

- Experience of working in either a customer facing role or within the general public/patients.
- Experience of a previous admin role in a Health Care Environment.

**Disclosure and Barring Service Check**:

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