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Ward Administration Coordinator
2 months ago
Job Overview
The successful candidate will deliver comprehensive secretarial and administrative assistance to the Ward Managers and their deputies, serving as the primary contact for all non-clinical matters on behalf of the Senior Sister / Charge Nurse.
Working Hours
This position requires a commitment of hours per week.
Key Responsibilities
* Oversee the administration and organization of annual leave, staff attendance records, and the maintenance of personal files.
* Coordinate and schedule all educational and mandatory training requirements for ward personnel.
* Collaborate with the Senior Sister / Charge Nurse on HR and staffing matters.
* Request temporary staffing and agency support as directed by the Senior Sister / Charge Nurse.
Additional Duties
* Serve as the personal assistant to the Senior Sister / Charge Nurse and their deputies, providing essential secretarial and administrative support.
* Take the initiative in managing incoming paper and electronic correspondence, prioritizing and preparing necessary actions before escalation to the Senior Sister / Charge Nurse.
* Organize and maintain the diary/electronic schedule of the Senior Sister / Charge Nurse, arranging appointments and coordinating meetings effectively.
* Compile information and draft various forms of correspondence, including letters, reports, references, and memoranda, utilizing independent judgment and initiative.
* Maintain and update all filing systems (both paper and electronic), ensuring compliance with Trust Policy files. Develop new filing systems as necessary.
* Oversee the computerized off-duty system, verifying automated calculations of staffing levels and agency usage, and analyzing discrepancies to ensure accurate staffing figures are reported.
* Responsible for recording minutes during ward meetings and distributing them to staff members.
About Our Organization
We are recognized as a leading NHS Foundation Trust in the UK, dedicated to our vision of Building Healthier Lives. We understand that our incredible staff are essential to achieving this goal.
Our commitment to our employees includes creating an optimal working environment, which encompasses:
* Investing in the health and well-being of our staff, including offering flexible working arrangements where feasible.
* Providing a diverse range of training and development opportunities to support personal and career growth.
At UHB, we are dedicated to ensuring that all staff members are treated equitably and feel a sense of belonging, fostering a kind and inclusive workplace. This commitment to equity involves removing barriers, including discrimination, and empowering each individual to reach their full potential and thrive in their roles. Our inclusive culture is embedded at all organizational levels, ensuring every voice is heard, supported by our diverse staff networks and the Fairness Taskforce led by our CEO. We cultivate an environment that encourages staff to challenge discriminatory behaviors and allows individuals to bring their authentic selves to a more connected and supportive workplace.
University Hospitals Birmingham maintains a smoke-free environment.
Job Responsibilities
For a detailed job description specific to this vacancy, please refer to the attached documentation.
Person Specification
Qualifications
Essential
- Proficient in numeracy and literacy.
- GCSE Grade C or above in Mathematics and English Language or equivalent qualifications.
- RSA Level 2 or equivalent in word processing.
Experience
Essential
- Experience in a customer-facing role or within a public/patient service environment.
- Prior administrative experience in a healthcare setting.
