South Warwickshire University NHS Foundation Trust

Ward Operational Co-ordinator

This job is now closed

Job summary

South Warwickshire NHS Foundation Trust have an exciting opportunity to appoint a dedicated, conscientious and dynamic ward coordinator to join our Paediatric Unit based at Warwick Hospital.

The Paediatric Unit is comprised of MacGregor Ward, a 17 inpatient Paediatric beds, a Paediatric Outpatient Area, and a Paediatric Assessment Unit (PAU). It is a fast-paced environment with high demands, but is also a very rewarding place to work - with a supportive team and regular positive feedback from the patients and families that we care for.

We are looking for an individual who is fully committed to providing a very high standard of work to support the needs of the unit. The Ward coordinator position is a challenging role that requires the successful candidate to be capable of working both independently and collaboratively with the ward manager to provide excellent service. They will establish good working relationships with key stakeholders within the Paediatric department as well as external providers.

The successful candidate will be confident in using multiple different Information Technology systems including Microsoft Office software. Training will be provided for SWFT specific IT systems.

If you have the relevant experience of administration and excellent interpersonal skills then we would love to hear from you.

Main duties of the job

To provide operational and administrative support to the Ward Manager/Clinical Lead in a way that is responsive to their needs and contributes to the effectiveness of their roles.

The post holder will work between Macgregor ward and Paediatric Assessment Unit responding to a variety of situations on a daily basis.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Date posted

30 August 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

203-FH585

Job locations

MacGregor Ward

Lakin Road

Warwick

CV34 5BW

Job description

Job responsibilities

Ward Manager Support

Responsible for the proactive, accurate management of the electronic diary, maximising time management by prioritising entries considering objectives and geographical implications.

Provide comprehensive, high quality administrative support for HR and incident investigations, including arranging meetings, taking minutes and typing of letters.

Work on own initiative to manage and prioritise administrative tasks to support effective and efficient running of the ward.

Receive and make telephone calls on behalf of the Ward Manager/Clinical Lead, taking messages, dealing with enquiries appropriately and ensuring accurate and timely communication of messages including issues of a confidential and contentious nature.

Provide effective administrative support to the Ward Manager/Clinical Lead within a changing environment. Deal on a regular basis with confidential, sensitive and contentious information on staff and services.

Health Roster

Arrange return to work meetings, provide administrative support and ensure that all documentation is completed.

Monitor sickness triggers for staff members and escalate to the Ward Manager/ Clinical Lead. Liaise with HR to arrange sickness meetings as necessary.

Draft sickness outcome letters and schedule sickness review meetings.

Monitor annual leave usage and communicate available annual leave slots to ward staff.

Escalate to Ward Manager/Clinical Lead if staff are not utilising their annual leave allocation effectively.

Monitor when staff appraisals are due and book appraisal meetings, liaising with mentors.

Monitor professional registration renewal and escalate any concerns to the Ward Manager/Clinical Lead prior to registration lapsing.

Monitor mandatory training compliance for the ward staff and book training in a timely manner.

Staff Administration

Support recruitment of new staff, liaising with Employment Services and maintaining contact with successful candidates prior to commencement of employment on the ward.

Ensure all induction and training is booked for new starters and coordinate with the Ward Manager/Clinical Lead to allocate a mentor/preceptor.

Generate change forms and termination forms and submit to the Ward Manager/ Clinical Lead for authorisation.

Communication

Act as Communication Champion for the ward, linking in with the Communications Department to ensure that Trust messages are disseminated to ward staff.

Attend Trust meetings with the Ward Manager/Clinical Lead and draft feedback for ward staff.

Compile the ward newsletter, including information relating to incidents, safety notices and screensaver messages.

Arrange ward meetings as required, taking minutes and following up actions.

To compile papers for departmental meetings and take the minutes.

Ensure ward noticeboards are kept up to date with current information.