Ward Manager Support - Administrator

Ward Manager Support (Band 3)

Craigavon

Temporary (3 months)

The Client: Local Healthcare body based in the Craigavon Area

The Role: Ward Manager Support

JOB SUMMARY

The post holder will provide a contact point for operational issues not directly relating to patient care in the Ward. She/He will play a central role, meeting the administrative needs of Ward Managers and their deputies, to include staff rostering, completion of appropriate documentation for Human Resources purposes, equipment maintenance and some aspects of health and safety compliance.

The post holder will work closely with, and under the supervision and direction of, the Ward Manager to ensure continuity in service provision and as such will need to exercise initiative, independent judgement and decision making within a variety of situations.

A key part of the role will be to set up, develop and maintain systems of effective communication to prevent duplication of work and to allow nursing and midwifery staff to concentrate on patient care.

KEY DUTIES/RESPONSIBILITIES

The post-holder will be required to carry out a range of duties which may include the following:-

• Provide a full range of administrative support to the Ward Managers, including support on issues such as complaints and clinical incidents. This will include taking notes at Complaint Meetings and collating reports/statements on behalf of Ward Managers.
• Appropriately open, sort and distribute mail, ensuring outgoing mail meets collection times.
• Deal courteously with members of the public and the multidisciplinary team, both in person and on the telephone.
• Complete appropriate documentation in relation to planned absence and payroll and process this accordingly.
• Support the Ward Manager in ensuring that information relating to sickness absence is processed appropriately and in a timely way.
• Be responsible for collating staff rosters and ensuring sign off, submitting bank requests and ordering of bank and agency staff within the identified skill mix, under the supervision of Ward Managers in order to ensure needs of the service (as identified by the Ward Manager) are met.
• Ensure that all mandatory training is arranged for staff and up-to-date records are maintained.
• Ensure that information on KSF Development Reviews for staff within the ward, is collated and provided to the Ward Manager in a timely way.
• Collate information on annual leave within the wards, identifying to Ward Managers in a timely way when wards may be potentially understaffed due to approved annual leave.
• Act as a point of contact in relation to recruitment issues (e.g. organising of interview dates on behalf of Ward Managers, preparing relevant documentation etc.).
• Collate data for audit purposes.
• Assist, as required, in co-ordinating and participating in the induction of new staff to the ward.
• Act as a point of contact in the ward for all operational issues not directly relating to patient care, for example maintenance work, laundry etc.
• Liaise with the relevant departments to ensure that equipment, furniture and fittings are maintained in appropriate working order.
• Ensure correct ordering and authorization of requisitions.
• Participate in non-clinical meetings in the absence of Ward Managers (e.g. Domestic & Catering Service or Laundry Service meetings) in order to take notes and report back to Ward Managers, as necessary.
• Provide support to staff providing direct patient care by arranging interpreting services, transport etc.
• Help ensure safe-keeping of patients' belongings and valuables, In accordance with agreed policy.
• Keep notice boards and health information racks up to date.
• Undertake any other duties as required under the direction of the Ward Managers.

RAISING CONCERNS - RESPONSIBILITIES

• The post holder will promote and support effective team working, fostering a culture of openness and transparency.
• The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust's 'Your Right to Raise a Concern (Whistleblowing)' policy and their professional code of conduct, where applicable.

GENERAL REQUIREMENTS

The post holder will be required to:

• Assist the organisation in fulfilling its statutory duties under Section 75 of the Northern Ireland Act 1998 to promote equality of opportunity and good relations and under the Disability Discrimination (Northern Ireland) Order 2006. Staff are also required to support the organisation in complying with its obligations under Human Rights Legislation.
• Ensure the Organisation's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • Standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• Take responsibility to minimise the Trust's environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.
• All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the [org name] including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the Trust policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent The Organisation's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Full-Time - 37.5 hours

Requirements:

• 4 GCSE's at Grade A-C including English Language or Equivalent/higher qualification

AND

• 1 years' experience in a clerical/administrative role

OR

• 2 years' experience in a clerical/administrative role

• Experience in the use of Microsoft Office products including Word, Excel and Outlook

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

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