JOB SUMMARY: The post holder will work under the direction and supervision of the Ward Sister/Charge The post holder will provide.....
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.
