Ward Administrator/PA

Job overview

An exciting opportunity has arisen for a Part time ward administrator based within the Chemotherapy Daycase

You will be working alongside the Chemotherapy Daycase manager providing high quality administration support.

Knowledge and experience of ward administration would be beneficial but not essential. A good standard of education and experience of Microsoft Office packages including a good knowledge of Word and Excel is essential.

We require an enthusiastic and conscientious team player with excellent organisational and communication skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will also be able to prioritise workloads, use your own initiative and respond to queries within and outside the Organisation with a professional manner to Patients, relatives and staff at all levels.

Main duties of the job

The post holder will be able to provide a comprehensive administrative service to the ward and the manager whilst supporting the Chemotherapy Daycase. The successful candidate will have excellent communication skills both verbal and written.

The post holder must exercise initiative to organise their own workload within the constraints of defined deadlines. The post holder must have the ability to interpret and communicate complex data.

In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert.

Working for our organisation

The Chemotherapy Daycase unit at Nottingham University Hospitals serves a population of 1.2 million patients and as a centre of excellence attracts many more from the surrounding counties. We provide cancer treatment with both curative and palliative intents for a wide range of malignant diseases. Patients may receive Chemotherapy, Biological and Immunotherapies at the unit.

Detailed job description and main responsibilities

The main duties are but not restricted to the below :

Updating Duty Rota/pay services of sickness, maternity, annual and special leave. To compile monthly figures for staff sickness, study etc as required by the Manager.

To assist the Chemotherapy Daycase manager in ensuring rosters are performed to the specified timeline, ensuring the unit is adequately staffed within the agreed establishment figures. To ensure that the rosters are locked for submission to pay services, annual leave approved and shift amendments altered as required.

Creating and maintaining ALL staff files electronically and paper copies ensuring records are kept according to Trust policy.

To support the Ward Manager in effective collection and inputting of data of unit productivity data incorporating patient compliments and complaints, Chemotherapy Daycase questionnaires etc.

To provide statistical information as requested by the Ward Manager relating to workforce and education activity.

To ensure new staff are booked on and aware of Trust induction training dates and ward induction programme

To organise and maintain the Ward Manager’s office with regard to filing systems and provide evidence for quality audits and productivity data.

To maintain agency staff records and check NHSP records correspond with time sheets for authorisation of payment by the ward manager.

Assist the senior team in organising annual appraisals. Ensure relevant paperwork is available and records are maintained.

Ensure appointments, terminations and changes to contracts are dealt with in accordance with HR procedures, including regular liaison with HR and Pay Services to ensure that changes are implemented in a timely manner. Use judgement and initiative to prioritise workload.

To assist the Ward Manager in ensuring incidents on the DATIX system are investigated and closed and risk assessments are kept updated.

Assist the Chemotherapy Daycase team in providing a welcoming environment for all patients and their families. Facilitate communication with all the care professionals, service departments and relevant parties, receiving and relaying messages and other information.

Complete requisition for provisions, stores and stationery.

Facilitate and maintain good collaboration between hospital, community, social services and other agencies.