Job summary
The role of the ward administrator is to be based at the centre of the specialist inpatient unit, providing holistic palliative and end of life care to patients with malignant and non-malignant disease.
Please note this post does not meetskilllevel required for a Skilled worker visa. Applicants requiring a Skilled Worker visa will usually need to be in a role which is at Band 3 or above,however please note not all Band 3 roles are capable of sponsorship. You can determine the likelihood of obtaining Sponsorship against the relevantskill and paycriteria hereImmigration Rules - Immigration Rules Appendix Skilled Occupations - Guidance - GOV.UK (www.gov.uk)
Main duties of the job
To assist with the day to day administration for the inpatient ward at John Eastwood Hospice .
The duties will include, ordering of stock, minute taking at meetings, general administration of all requirements to assist with the smooth running of the wards daily.
About us
Nottinghamshire Healthcare employs over 10,000 colleagues who help #MakeADifference every day. We provide intellectual disability, mental health, community health, forensic and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire and South Yorkshire. Care is delivered from over 120 sites within the community from acute settings and across low, medium and high secure environments including prisons.
As one of the largest mental health and community trusts in the East Midlands and one of the biggest employers in Nottinghamshire. We are also home to national and regional services such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We are committed to flexible and agile working, including the opportunity to join our bank.
Your health and wellbeing is our priority and as such we invest significantly in this via our in-house Occupational Health Service, Staff Counselling Service and Health and Wellbeing Team.
We offer a number of employee-led staff networks, including Equality, Diversity and Inclusion (EDI) groups, our Green Champions Network, Freedom to Speak Up Network. Health and Wellbeing Champions Network and Menopause Champions. We provide care to a diverse range of communities and are passionate about supporting diversity and inclusion in the Trust.
If you believe in our values of Trust, Honesty, Respect, Compassion and Teamwork, then we would love to hear from you!
#TeamNottsHC
Job description
Job responsibilities
The role includes maintaining training records and actively boking staff to attend training by assisting with the administration of rotas, attending and the set up of the weekly MDT and taking notes, producing agendas, stock maintenance and ordering of stock, to undertake clinical administrative work as required by the clinical team leader, dealing efficiently with all correspondence, dealing with all telephone calls and associated duties in an efficient and timely manner, monitoring telephone enquiries and providing information, as appropriate, maintenance of clinical asset register to ensure clinical equipment is working effectively, assisting in assessing and arranging maintenance of buildings and equipment, liaising with contractors to ensure safe operation for patients, to type and compose letters, memoranda and other documentation, being face to face with visitors, dealing with patient enquiries, undertaking office duties, including faxing, filing, photocopying, dealing with incoming/outgoing mail, under the direction of the nurse in charge, to assist with the necessary clerical arrangements involved in the admission and discharge process, including the organisation of admission packs, booking transport (for admission, discharges and external appointments), requesting clinical/medical notes by liaising with healthcare records department at external organisations, maintaining efficient filing systems for patient records and documentation, carrying out regular checks on the correct filing of all information in with Information Governance procedures, to support trained staff to ensure that data is recorded onto SystmOne in line with data quality and timeliness requirements, as indicated by the Trust, updating information boards, making up of staff induction packs and student welcome packs, handling of patients cash and valuables under direction of the nursing in charge, according to Trust procedures and where necessary issue and account for petty cash, and arranging translation services for patients.
Job description
Job responsibilities
The role includes maintaining training records and actively boking staff to attend training by assisting with the administration of rotas, attending and the set up of the weekly MDT and taking notes, producing agendas, stock maintenance and ordering of stock, to undertake clinical administrative work as required by the clinical team leader, dealing efficiently with all correspondence, dealing with all telephone calls and associated duties in an efficient and timely manner, monitoring telephone enquiries and providing information, as appropriate, maintenance of clinical asset register to ensure clinical equipment is working effectively, assisting in assessing and arranging maintenance of buildings and equipment, liaising with contractors to ensure safe operation for patients, to type and compose letters, memoranda and other documentation, being face to face with visitors, dealing with patient enquiries, undertaking office duties, including faxing, filing, photocopying, dealing with incoming/outgoing mail, under the direction of the nurse in charge, to assist with the necessary clerical arrangements involved in the admission and discharge process, including the organisation of admission packs, booking transport (for admission, discharges and external appointments), requesting clinical/medical notes by liaising with healthcare records department at external organisations, maintaining efficient filing systems for patient records and documentation, carrying out regular checks on the correct filing of all information in with Information Governance procedures, to support trained staff to ensure that data is recorded onto SystmOne in line with data quality and timeliness requirements, as indicated by the Trust, updating information boards, making up of staff induction packs and student welcome packs, handling of patients cash and valuables under direction of the nursing in charge, according to Trust procedures and where necessary issue and account for petty cash, and arranging translation services for patients.
Person Specification
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills
- Administrative skills
- Excellent telephone manner
- Good interpersonal skills
- Good numeracy and literacy skills
- Numerate
Knowledge
Essential
- Computer literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
Desirable
Values and Behaviours
Essential
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Contractual Requirements
Essential
- Requirement to complete Mandatory Training
- Ability to travel between venues
Experience
Essential
- Scheduling/Diary management
- Experience of working in a customer facing role.
- High Level Microsoft Office Software
- Previous experience of working in an office environment
- Ability to relate to a wide range of people
- Able to use own initiative within agreed protocols
- Ability to work as an effective team member
- Minute Taking
Desirable
- Experience o working within the NHS
Qualifications
Essential
- Tying/word processing qualification to RAS/OCR 111 standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
Desirable
Physical Requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time.
- There is an occasional requirement to set up meeting/training rooms
Training
Essential
- Microsoft Office i.e. Database, Excel, Word
- Minute Taking
Person Specification
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills
- Administrative skills
- Excellent telephone manner
- Good interpersonal skills
- Good numeracy and literacy skills
- Numerate
Knowledge
Essential
- Computer literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
Desirable
Values and Behaviours
Essential
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Contractual Requirements
Essential
- Requirement to complete Mandatory Training
- Ability to travel between venues
Experience
Essential
- Scheduling/Diary management
- Experience of working in a customer facing role.
- High Level Microsoft Office Software
- Previous experience of working in an office environment
- Ability to relate to a wide range of people
- Able to use own initiative within agreed protocols
- Ability to work as an effective team member
- Minute Taking
Desirable
- Experience o working within the NHS
Qualifications
Essential
- Tying/word processing qualification to RAS/OCR 111 standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
Desirable
Physical Requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time.
- There is an occasional requirement to set up meeting/training rooms
Training
Essential
- Microsoft Office i.e. Database, Excel, Word
- Minute Taking
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
