Ward Administrator

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. To be proactive in dealing with patient, relative or carer enquiries. 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. Efficient and accurate recording of data on all electronic systems, including the use of and production of
reports and documents for team members. 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. Work in a collaborative manner with internal services, stakeholders and other agencies. 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. 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 maintain staff personnel files. To undertake non-clinical audits as appropriate, e.g. medical records audits. 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.