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 take on the role of 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 and blood disorders. Our unit is operational during weekdays and weekends, accommodating a significant number of patients daily.

The primary objective of this position is to deliver comprehensive administrative and secretarial assistance to the Ward Managers. The successful candidate will collaborate closely with the Ward Managers and other team members to ensure a seamless, professional, and confidential administrative service.

Key Responsibilities

The individual in this role will be responsible for establishing and executing administrative processes that facilitate the efficient 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 staff recruitment and onboarding.
  • Maintaining accurate records of job vacancies.
  • Fostering professional relationships with all team members.
  • Making necessary adjustments to electronic rostering as directed by Ward Managers.
  • Building strong connections with external service providers.
  • Uploading and managing information on internal platforms as required.
  • Handling inquiries and requests on behalf of Ward Managers, taking action when appropriate.
  • Welcoming visitors and providing assistance as needed.
  • Offering secretarial support to the Ward Manager, including diary management.
  • Ensuring all relevant documentation is prepared for meetings.
  • Taking minutes and recording action points from various meetings.
  • Ensuring compliance with governance standards for all documentation.
  • Implementing a systematic approach for the collection and storage of audits.
  • Coordinating all necessary meetings.
  • Drafting and typing correspondence and reports as required.
  • Organizing appointments and transportation when necessary.
  • Assisting staff with maintenance requests within the DTU.
  • Compiling training and registration records for staff, alerting Ward Managers to any lapses.

Qualifications and Experience

Essential

  • Proven experience in a secretarial or administrative capacity.
  • Good educational background, ideally to NVQ level 3 or equivalent.

Desirable

  • Previous experience within the NHS or healthcare sector.

Skills and Knowledge

Essential

  • Proficient command of the English language.
  • Competence in using Microsoft Office Suite and equivalent software.
  • Strong communication skills, both oral and written, with diverse groups including clinical staff, administrative colleagues, patients, and visitors.

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