Job responsibilities
Main Duties & Responsibilities
1 To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
Using a range of software programmes to produce, maintain and distribute documents, including reports relating to staff mandatory training, PDP compliance and absence reporting using spreadsheets, databases and presentations. Updating a variety of forms, charts and templates that are used by clinical staff. This may include regularly dealing with matters of a complex and/or distressing nature.
Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all inpatient clinical staff records are kept up-to-date and filing and archiving is carried out in a timely manner. This includes keeping various trackers up to date around auditing, staff training, probation periods and supervisions.
Booking staff onto relevant training and/or providing staff with the tools and information they need to book onto training in order to maintain compliance. This includes booking staff onto FIT testing and maintaining a record of masks assigned to staff and when they are due for renewal.
Researching appropriate websites, downloading and circulating documents, as requested. This can include searching for information such as finding available dates for staff training, disseminating SOPs and researching products and stationery to support the running of the ward.
Where required, work as a team with a group of staff on a daily basis.
Identify and report areas within working processes and procedures that could improve service delivery.
Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. This can include advertising vacancies on the NHS recruitment system, TRAC, supporting with the scheduling and set up of interviews, including sending out interview invites on behalf of managers, meeting candidates prior to interview and supporting the Ward Manager with recruitment of successful candidates.
2 To maintain schedules and diaries, organise and service meetings , which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready , issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.
3 To undertake telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner. Answering incoming calls from nursing stations on the ward, such as the Community Access Team requiring information on bed availability, calls from staff, patients relatives, etc.
4 To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding. Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
5 To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed. This can include arranging equipment and uniform for new starters.
6 Inputting onto various databases and systems, e.g. SystmOne, PAS, Cloudbooking, HealthRoster, TEAMs and designated spreadsheets, within the required timescales and deadlines.
7 Assisting the Ward Manager with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations. This can also include completing paperwork to support with staffs change in working pattern, such as P3 documentation, producing letters around flexible working and maintaining reports to track changes.
8 Administratively supporting the Ward Manager with formal investigations, such as correspondence, attending meetings to take formal notes, using Dictaphones or other equipment to record meetings and produce dictations. This can involve hearing or typing matters of a complex and/or distressing nature
9 In conjunction with colleagues, to be responsible for ensuring that monies or valuables are accurately recorded and stored safely and promptly. This includes ensuring that a regular audit is carried out using a log sheet to keep track of patient valuables in the safe, working alongside clinical staff on the ward to maintain compliance with procedures and financial standing orders.
10 Updating the HealthRoster system to support the Ward Manager with staffing information, such as adding or adjusting shift patterns, adding staff sickness, adding excess hours and adding or cancelling annual leave requests from staff as directed by the Ward Manager. This can also include supporting the Ward Manager with temporary staffing requests, processing the relevant paperwork and making the necessary arrangements.
11 To monitor and report own sickness absence and annual leave
12 Be point of contact for Community Nursing and Therapy staff to provide information on Trusts processes, i.e. HR, Mileage claims and answer general queries to assist staff, especially new starters
13 To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters
14 Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Lead. This may require travelling to other sites
