Job responsibilities
JOB SUMMARY:
The post
holder will work under the direction
and
supervision of the Ward
Sister/Charge
The post holder will provide a high level of administrative support and maintain effective
office processes and procedures within the inpatient wards, enabling the delivery of a
high quality service to patients and allowing nursing staff to focus on direct
patient
care.
The post holder will work as an
intergral part of the clinical ward / area team and to be responsible for the
co-ordination of all patient facilities services in the ward area, ensuring a
clean, safe and comfortable environment.
The post holder will ensure the delivery
of cleaning, catering and minor maintenance.
The post holder will ensure good communication is maintained, being the first point of contact
for the service, and will be expected to liaise with courtesy and discretion in a confidential
manner at
all times.
KEY TASKS AND
RESPONSIBILITIES:
Provide dedicated administrative support to the Inpatient Manager, Matron and wider
ward team.
Be the central point of contact and maintain relationships across the wards, assisting the team in the development and maintenance of efficient and effective office procedures
and administrative tasks.
Ability to plan and prioritise own workload and that of the wards on a daily basis, working
mainly without supervision and using own initiative.
Maintain effective communication across
the wards, taking phone calls
and
either directing the caller to the appropriate team member or taking messages as required.
Administer all office systems to a high standard, both electronic and hard copy, across the service, ensuring they
run
smoothly through having well planned and organised administrative systems and processes in place.
Responsible
for utilising the Trusts iProcurement solution to raise requisitions, receipt
deliveries and resolve notifications in line with the Trusts procurement
policy.
Efficient and accurate recording of data on all electronic systems, including the use of and production of reports and documents for team members.
Provide cover for other Administrators in their absence through sickness, annual leave or training.
Assist with planning and arranging meetings, ensuring all necessary arrangements are made,
such as room bookings,
refreshments, etc.
Attend designated meetings where the information may be complex and sensitive, taking and transcribing minutes. Distribute information prior to and after meetings in a timely way.
Type
confidential correspondence,
reports and other documentation to a high standard
within agreed timescales
Record, prepare and process records for archiving in a timely manner
Manage the
Ward Sister/Charge Nurse electronic inbox and action emails as necessary.
Work in a collaborative manner with internal services, stakeholders and other agencies.
This may occasionally involve processing information
that may
be
sensitive
or
distressing.
Operate office equipment,
including printers, faxes, PCs, scanners and telephones.
Assist in the preparation, collection, photocopying, printing and processing of materials
for management
and service information meetings.
Manage the distribution of service user and staff communications and wider information across the service as required.
Order items/services via the
IPROC procurement system
and
ensure all
office stock levels
are monitored and audited on a regular basis.
Assist with the recruitment, selection and induction process for new staff in conjunction with the Ward
Sister/Charge Nurse.
Assist in the production and maintenance of clinical rotas via the E Rostering system,
including the booking of bank and agency
staff.
Co-ordinate annual leave and training requirements and ensure records are maintained on
ESR.
To assist in the monitoring, and investigation of
complaints as directed by Ward Sister/Charge Nurse.
To maintain staff personnel files.
To undertake non-clinical audits as appropriate,
e.g. medical records audits.
To liaise with maintenance staff to
ensure that equipment is in working order.
Organise and update notice boards as
appropriate.
Measure own personal
goals
and
ensure
they
align to
the wider Trust goals and
strategic objectives,
undertaking relevant personal and professional development activities.
Comply with all
statutory,
legislative and local
policies applicable to this post.
Support and maintain health, safety and security across the service.
Undertake any ad-hoc duties as required by the service.
Standard Clauses:
The
purpose of this post should remain constant, but the duties and
responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be
asked to undertake other reasonable duties.
Any such changes will be made in discussion with the post holder in the
light of service needs.
Competence
The
post holder is responsible for limiting his / her actions to those which s/he
feels competent to undertake. If the
post holder has any doubts as to his or her competence during the course of his
/ her duties then s/he should immediately speak to their line manager or
supervisor.
Codes of conduct
All
employees of the Trust who are required to be registered with a professional
body, to enable them to practice within their profession, are required to
comply with their code of conduct and requirements of their professional
registration. Those staff that are not
required to be registered with a professional body are required to comply with
the Trusts codes of conduct.
Confidentiality
The
post holder must maintain confidentiality, security and integrity of
information relating to patients, staff and other Health Service business.
Records
Management
All
employees of the Trust are legally responsible for all records that they
gather, create or use as part of their work within the Trust (including
patient, financial, personnel and administrative), whether paper or computer
based. All such records are considered
public records and all employees have a legal duty of confidence to service
users. Employees should consult their
manager if they have any doubt as to the correct management of records with
which they work.
Health and Safety
Employees
must be aware of the responsibilities placed on them under the Health and
Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992)
and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety
procedures are carried out to maintain a safe environment for employees,
patients and visitors to the Trust.
Infection Control
Employees
must accept personal responsibility and accountability for Infection Prevention
and Control practice. Employees should
ensure they are familiar with, and comply with, all relevant Infection Control
policies for minimising the risk of avoidable Health Care Associated
Infection. All Employees must undertake
annual mandatory updates in Infection Control.
Non Smoking Policy
The Trusts approach to smoking is in
line with the governments on-going initiatives for an eventual smoke-free
environment. It aims to adhere to the Worcestershire Health Community
Campaign to help Worcestershire stop smoking.
A no smoking environment policy exists
within all Trust premises including entrances and exits to hospital buildings
and on other Trust property (with the exception of staff resident in
staffresidences, as these are the homes of staff). In June 2014 a ban was
implanted which meant staff, contractors and volunteers were no longer
permitted to smoke in any of the hospital grounds, including car parks.
Further to this, The Alexandra,
Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to
all patients and visitors as of 17 June 2015.
This means that, as well as staff, members of the public, patients and
visitors are not allowed to smoke in any of the acute hospital grounds,
including car parks.
Risk Management
It
is a standard element of the role and responsibility of all employees of the
Trust that they fulfil a proactive role towards the management of risk in all
of their actions. This entails the risk
assessment of all situations, taking appropriate actions, and reporting all
incidents, near misses, and hazards promptly.
It is a contractual obligation that all employees must co-operate with
any investigations undertaken.
