Assistant to the Ward Manager

3 weeks ago

Headington Quarry, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

Job Overview

We are seeking a dedicated and proactive individual to join our team as an Assistant to the Ward Manager within the dynamic Day Treatment Unit at our esteemed healthcare facility.

The Day Treatment Unit (DTU) is a high-traffic environment that provides care for patients undergoing treatment for cancer at our specialized Cancer and Haematology Centre. Our unit is designed to accommodate patients with various malignancies and blood disorders, offering chemotherapy and supportive therapies. The DTU operates during weekdays and weekends, featuring 40 treatment chairs and serving approximately 100 patients daily.

The primary responsibility of this role is to deliver comprehensive administrative and secretarial assistance to the Ward Managers. The successful candidate will collaborate closely with the Ward Managers and other staff members to ensure a professional, confidential, and efficient administrative service.

Key Responsibilities

The Assistant will play a vital role in developing and executing administrative systems that facilitate the smooth operation of the Day Treatment Unit, enabling Ward Managers to focus on clinical responsibilities. Key duties include:

  • Representing the DTU in relevant meetings and providing feedback as necessary.
  • Overseeing the administrative aspects of recruiting and onboarding new staff.
  • Maintaining accurate records of job vacancies.
  • Fostering professional relationships with all team members.
  • Adjusting e-rostering in accordance with the Ward Managers' requirements.
  • Building strong connections with external organizations.
  • Uploading essential information to the Trust intranet and internal shared drives.
  • Managing inquiries and requests on behalf of the Ward Managers, taking action when appropriate.
  • Greeting visitors and ensuring a welcoming environment.
  • Providing secretarial support to the Ward Manager, including diary management.
  • Preparing and organizing necessary documentation for ward and HR meetings.
  • Taking minutes and recording action points from various meetings.
  • Ensuring compliance with Trust policies regarding documentation governance.
  • Establishing a systematic approach for collecting and storing audits.
  • Coordinating relevant meetings and events.
  • Drafting and typing letters and reports as needed.
  • Arranging appointments and transportation when necessary.
  • Assisting staff with maintenance requests within the DTU.
  • Compiling training and professional registration records for staff, alerting Ward Managers to any lapses.

Qualifications and Experience

Essential

  • Prior experience in a secretarial or administrative role.
  • A solid educational background, ideally to NVQ level 3 or equivalent.

Desirable

  • Experience working within the NHS or healthcare sector.

Skills and Knowledge

Essential

  • Proficient use of the English language.
  • Competency in Microsoft Office Suite; ECDL or equivalent.
  • Strong communication skills to interact effectively with clinical staff, administrative colleagues, patients, and visitors.

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