Job summary
The Neonatal Intensive Care Unit are looking to recruit a ward administrator to support with the co-ordination and e-rostering of the nursing team based at Southmead Hospital.
We are looking for someone with previous administration experience who is motivated, enthusiastic and able to build strong working relationships. You will be working in a friendly but busy and challenging environment, so will need to be organised, able to follow local guidelines and procedures, and meet tight deadlines.
The post is full-time, working 5 days per week from Monday to Friday. The working hours may be negotiated.
Main duties of the job
The ward administrator will provide a high level of rota co-ordination and support the administrative needs of the Clinical Matron, Supervisory Ward Sister, and Senior Nursing team.
The post holder will be responsible for maintaining the electronic rostering system, highlighting, and resolving shift vacancies in the rota, and being a point of contact for queries from the nursing team. The post holder will also be a point of contact for shift queries from the admin team in the absence of the Support Manager.
The post holder will work closely with the Clinical Matron / Supervisory Ward Sister / Senior Nursing Team to ensure rosters are released with safe staffing and according to North Bristol NHS Trust release dates.
About us
The Neonatal Intensive Care Unit (NICU) is a well established neonatal service with specialist medical and neurological treatment providing intensive care, high dependency care, special care and transitional care for hundreds of babies each year.
Based at Southmead Hospital, Bristol, we are one of the Regional Neonatal Intensive Care Units for the South Western Delivery Network.
Job description
Job responsibilities
- To be responsible for maintaining rosters for all neonatal nursing staff, housekeepers and admin staff using the E-Rostering system
- To ensure accurate recording of all Annual Leave, Sickness and Other Leave.
- Authorise annual leave in line with local guidelines and procedures, highlighting any issues to the line manager / matron / ward sister.
- To process leave requests and shift swaps in a timely manner via E-Rostering
- To support with building the e-roster for medical junior staff.
- To ensure that there is sufficient nursing cover on each shift. Where there are shortfalls, try to resolve and where this is not possible escalate to relevant Supervisory Ward Sister or Matron as early as possible.
- Ensure all relevant parties are aware of changes regarding cover, annual leave requests and requirements.
- Action telephone / email enquiries and take appropriate action.
- To liaise with IM&T teams to help solve IT issues.
- Work closely with the nurse in charge to understand shortfalls in nursing cover.
- To support colleagues with any training needs on using the e-rostering system.
- Provide ad-hoc administrative support to the neonatal intensive care unit.
- Act as a point of contact for the unit when escalating urgent issues to the matron or supervisory ward sister.
- Photo coping, filing, scanning and other administrative duties to ensure the efficient running of the team.
- To provide reception cover due to sickness or annual leave, on the neonatal unit and paediatric outpatients (Westgate House)
- To support with Fit Testing of new doctors
- To undertake training as and when necessary and to ensure awareness of and compliance with Trust policies and procedures.
- Other tasks felt necessary for the role by the Line Manager.
Job description
Job responsibilities
- To be responsible for maintaining rosters for all neonatal nursing staff, housekeepers and admin staff using the E-Rostering system
- To ensure accurate recording of all Annual Leave, Sickness and Other Leave.
- Authorise annual leave in line with local guidelines and procedures, highlighting any issues to the line manager / matron / ward sister.
- To process leave requests and shift swaps in a timely manner via E-Rostering
- To support with building the e-roster for medical junior staff.
- To ensure that there is sufficient nursing cover on each shift. Where there are shortfalls, try to resolve and where this is not possible escalate to relevant Supervisory Ward Sister or Matron as early as possible.
- Ensure all relevant parties are aware of changes regarding cover, annual leave requests and requirements.
- Action telephone / email enquiries and take appropriate action.
- To liaise with IM&T teams to help solve IT issues.
- Work closely with the nurse in charge to understand shortfalls in nursing cover.
- To support colleagues with any training needs on using the e-rostering system.
- Provide ad-hoc administrative support to the neonatal intensive care unit.
- Act as a point of contact for the unit when escalating urgent issues to the matron or supervisory ward sister.
- Photo coping, filing, scanning and other administrative duties to ensure the efficient running of the team.
- To provide reception cover due to sickness or annual leave, on the neonatal unit and paediatric outpatients (Westgate House)
- To support with Fit Testing of new doctors
- To undertake training as and when necessary and to ensure awareness of and compliance with Trust policies and procedures.
- Other tasks felt necessary for the role by the Line Manager.
Person Specification
Education/Training/Qualifications
Essential
- Good education including GCSE in Maths and English
- Advanced keyboard and computer skills (Microsoft Office)
- Previous experience using Microsoft Word, Excel and Outlook
Desirable
- Previous experience using e-rostering
Work Experience
Essential
- Previous administration experience
- Experience of working to deadlines
- Experience of working under pressure
- Experience of working in a multi-disciplinary environment and as part of a team
Desirable
- Previous experience of managing rotas
- Experience of working in the NHS or a similar organisation
Knowledge / Skills / Abilities
Essential
- Using own initiative with excellent organisational skills and meticulous attention to detail
- Work under pressure, meeting tight deadlines and prioritising workload
- Ability to exercise judgement
- To work flexibly to meet the needs of the service
- Promote good working relationships
- Excellent IT skills with the willingness to learn new systems
- To work independently
- To follow local and Trust-wide guidelines and protocols
Personal Qualities
Essential
- Remain calm and professional when working under pressure
- Excellent interpersonal skills when dealing with staff
- To maintain confidentiality within the team and amongst patients/families.
- To be reliable and punctual
Person Specification
Education/Training/Qualifications
Essential
- Good education including GCSE in Maths and English
- Advanced keyboard and computer skills (Microsoft Office)
- Previous experience using Microsoft Word, Excel and Outlook
Desirable
- Previous experience using e-rostering
Work Experience
Essential
- Previous administration experience
- Experience of working to deadlines
- Experience of working under pressure
- Experience of working in a multi-disciplinary environment and as part of a team
Desirable
- Previous experience of managing rotas
- Experience of working in the NHS or a similar organisation
Knowledge / Skills / Abilities
Essential
- Using own initiative with excellent organisational skills and meticulous attention to detail
- Work under pressure, meeting tight deadlines and prioritising workload
- Ability to exercise judgement
- To work flexibly to meet the needs of the service
- Promote good working relationships
- Excellent IT skills with the willingness to learn new systems
- To work independently
- To follow local and Trust-wide guidelines and protocols
Personal Qualities
Essential
- Remain calm and professional when working under pressure
- Excellent interpersonal skills when dealing with staff
- To maintain confidentiality within the team and amongst patients/families.
- To be reliable and punctual
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).
Employer details
Employer name
North Bristol NHS Trust
Address
Women & Children's Health Division, Neonatal Intensive Care Unit, Southmead Hospital
Southmead
Bristol
BS10 5NB
Employer's website
https://www.nbt.nhs.uk (Opens in a new tab)
