North West Anglia NHS Foundation Trust

Ward Managers Assistant - Peterborough

This job is now closed

Job summary

We have a permanent position for a Ward Manager's Assistant to cover Ward A8 . It will be part time job vacancy.

You will need to be able to provide non clinical support to Ward manager and Charge Nurses. To perform all allocated clerical and administrative task required to meet the needs of the service.

We are looking for a confident, motivated person who has excellent organisational and administrative skills with the ability to prioritise as well as being able to work under pressure. You need to be a flexible, hardworking individual to become an integral part of a busy team within the Ward A8 Team .

The post holder will facilitate the smooth running of the department. General administrative duties such as supporting Ward Managers/ senior nurses diaries for office days, sickness, annual leave, recruitment, timely distributions of letters for MPA'S.

Communication and Strong I.T skills are essential for this job role.

Main duties of the job

To assist in the provision of an efficient and responsive non-clinical service required to support the senior nursing team, and to ensure the team are able to respond to Trust requirements in a timely fashion and to a high standard.

To provide a non-clinical support service to the Ward manager, Deputy Sisters and Charge Nurses

To perform all allocated clerical and administrative tasks required to meet the needs of the service.

To undergo training as necessary to meet the needs of new developments within the Service

About us

We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.

We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.

Benefits to you

27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
NHS Pension Scheme:
Flexible working opportunities;
Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
Career development and training;
Wellbeing support and activities;
In-house physiotherapy Service;
On-site canteens with subsidised meals;
Subsidised staff parking (currently free).
Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

Date posted

13 February 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

176-Med-6037571

Job locations

Peterborough City Hospital

Peterborough

PE3 9GZ

Job description

Job responsibilities

As a team ensure that all functions within the specialty are completed

Maintain close working relationships with colleagues within the department and Clinical Business Unit.

Work closely with other non-clinical assistants and other departments within the organisation.

To assist the senior nursing team to ensure the delivery of an efficient and comprehensive service which is receptive to the needs of the staff and meets the performance requirements of the Trust in accordance with the policies.

In conjunction with the ward manager and deputy sisters/charge nurses to develop office and working practices to continually improve nursing service delivery.

Communication

Key links with:

All department based staff
Other staff within the CBU
Human Resources including the recruitment team
Learning and Development
Flexible Staffing Service office staff
Finance
IT

Operational and Administration Processes

Administration - Staff Records & Information

The post-holder is required to maintain both paper and computerised records in accordance with Trust standards.

Setting up and maintaining staff personal files.

Support the senior nurses with the recruitment process paperwork and checks.

Ensure that staff leaver files are completed and filed

Maintenance of staff attendance records

The post-holder will help to facilitate the smooth running of the department.

General administrative duties, as required, to include:

Typing, photocopying and faxing of information, including distribution of copies to appropriate destinations.

Accurate filing of information for the ward manager and deputy sisters/charge nurses.

Presentation of letters for signature.

Timely distribution of letters and information, both for Trust and external post.

Opening of post and appropriate distribution of correspondence.

Support the Ward manager Assistant by opening, action and prioritising emails.

Take notes at nursing led department meetings and produce typed minutes.

Organise and book training for renal study days.

Prepare nursing rota by adding requests, annual leave and study leave. Submit all electronic requests for FSS staffing, check rota daily for discrepancies and action accordingly

Book annual MPA appointments prepare paperwork and type up the actions and PDP and ensure placed on individuals file. Produce monthly department statistics.

Monitor and prepare department training statistics.

Book staff on annual mandatory training days, and maintain relevant departmental records.

Maintain departmental sickness statistics

Contribute towards any audits undertaken by nursing staff in the department.

Be responsible for departmental notice boards and the information on them to ensure they are current and meet Trust standards.

Show awareness of the principles of Health and Safety at Work and Moving and Handling Guidelines.

Act as loggist for the senior nurse in charge in the event of a major incident

The post-holder will take an active role in identifying resource issues and maintaining equipment

To be aware of resource issues in the use of equipment and resources.

To identify areas of need as required.

To be responsible for the safe and effective maintenance of equipment relevant to the area of work.

To liaise with relevant managers, where appropriate, to minimise or reduce expenditure.

The post holder will maintain good working relationships with staff within the CBU and in other Trust Departments.

Work flexibly and liaise with other departments to maintain and ensure smooth running of the CBU, gaining additional skills as required.

Ensure awareness of current issues within the CBU and those in other areas of the Trust. Attend meetings when relevant and practical.

Be aware of workload and pressures within other areas (i.e. Ward Staff/Human Resources) enabling support and encouragement to be given to the team as necessary.

Communicate in an appropriate manner with staff from the CBU, emergency services, other departments across the Trust and bodies external to the Trust To understand current policies, guidelines and procedures.

Following guidance, work within defined local targets, i.e. sickness rates, MPA returns and report issues to the Lead Nurse.

Ensure data and information both paper and electronic is completed in accordance with agreed policies and procedures.

In accordance with the agreed process, ensure data and information is recorded and input into the relevant systems (Microsoft Packages and shared drives) in an accurate and timely manner ensuring deadlines are met.

Additional Information

To ensure that the senior nursing staff related administrative and clerical functions are carried out to the highest quality standards by monitoring and improving services.

Organise and control own workload ensuring deadlines are observed and duties performed efficiently.

To develop IT skills as may be required to fulfil the responsibilities of the post.

To ensure that there is a co-ordinated approach to service delivery within the Trust to promote good working relations.

You have a responsibility to consider yourself and anyone else who could be affected by the things you do, or dont do, that you should have, while at work.

You are responsible for informing your manager of any health and safety concerns you identify and for completing an adverse event form for any accidents, incidents or near-misses that happen to you or that you are aware of to reduce injuries or loss.

To ensure that all duties are carried out to the highest possible standard, and in accordance with current quality initiatives within the area of work.

All staff is required to respect confidentiality of all matters that they may learn in the course of their employment. All staff is expected to respect the requirements under the Data Protection Act.

Any other duties which may be required in order to facilitate the efficient and effective running of the department.