Job Description

The Trust is now recruiting for a brand-new role Ward Admin Assistant across the Trust providing essential support to the Ward Managers to ensure our wards and departments are productive, regulatory compliant and efficient, therefore enhancing patient care.



The Ward Admin Assistant will report directly to the Ward Manager/senior nursing team and will be based mainly at St Peters Hospital, although may require cross site working as needed, the role will be based within a clinical setting



37.5 hours per week Monday to Friday.



What you will be doing.



plan and book all staff members in designated areas onto statutory and mandatory training



ensure the roster is up to date at all times. Prepare and provide data/information under direction of ward manager/matrons.



take notes of meetings and distribute them to a set group.



ensure professional discreet attitude embodying Trust values at all times.



You will have excellent written verbal and IT communication skills and be highly organised You will be able to deliver set work pieces efficiently, taking direction on priorities from the clinical team, meeting deadlines, be adaptable, capable, and resilient. Applicants will need to be fully conversant with Trust Roster and HR ESR systems.



For more information please go through the full job description and person specification.



Please note; Sponsorship is not available for this post.



Our vision at Ashford & St Peters is to provide an outstanding experience and outcomes for patients and staff.



The Ward Admin assistant will provide an efficient productive administrative service to the Ward Manager and Ward Staff to ensure smooth coordinated and forward planning of the administrative duties enabling a productive, regulatory compliant and efficient ward. The Ward Admin assistant will be expected to be professional at all times.



This role will ensure administrative functions, to ensure that the deliverables of the ward manager role is completed, under the direct supervision of the ward manager. This includes, for example, admin support for organising ward meetings, note/minute taking, updating rosters, ESR, as well as organising forward plans for mandatory training and annual leave.



The Ward Admin assistant will deal with highly sensitive information and therefore a high degree of confidentiality is required at all times.



The Ward Admin Assistant will provide support to the Ward PA and Patient Flow Coordinator as required.



Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.



Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.



We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.



Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.



We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.



We can offer you the full range of NHS benefits/discounts and in addition:



Excellent pension scheme and annual leave entitlement



On-site Nurseries



On-site staff cafes



On-site parking



Support in career development



Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics



Adverts may close early, so applicants are encouraged to submit an application as soon as possible.

For more information about a career at ASPH please visit:

www.asph-careers.org



Support the ward manager and team with the organising of team meetings.

Attend the ward meetings and produce/circulate the minutes.

Staffing

Input ward off duty with on the day changes and print data from Rotageek system as requested. Support with rostering escalations as directed by ward manager Update daily staffing board with nursing numbers For privacy reasons sickness and absence would usually be recorded by the ward manager/sister on duty, in the event that you are asked to complete this, it is essential that this is treated with sensitivity. It must not be discussed with any other staff member, to ensure confidentiality and to ensure that the staff member's personal privacy is maintained.

You will be asked to manage the release of shifts from Rotageek to locums nest in a timely manner, to ensure the ward is adequately staffed.

Prepare return to work interview documentation and file when completed by Ward Manager. If you are unable to pull sickness reports from Rotageek, ensure these details are captured manually Monitor annual leave for authorisation by the Ward Manager and maintain up to date annual leave cards, input this on Rotageek once approved Support pre planning through the year of annual leave for equal absences. Monitor local records of staff turnover and prepare employee starter and leaver forms for sign off by the Ward Manager in real time Maintain staff's personal files as directed, ensuring complete confidentiality at all times Ward Manager, Ward Teams Deputy Sister/Charge , Nurse, Ward Administrative Assistant Co-ordinate the administration of ward staff training as agreed by the team leaders/Ward Manager at IPR's, including mandatory training, add this to rotageek when the booking is confirmed, ensure this is done in advance. Add dates to ESR if certificates are sent in. Ensure all staff are forward booked for their Appraisal, report when over due Ensure all action plans for Harm Free Care and quality continuous improvements are available for all staff to read. Update the Quality and Harms board data Ensure families are kept up to date with communication by ensuring staff are reminded to ring family members as per Compassionate Communication Policy. Provide administrative support to enable efficient clinical area functioning and compliance with all workforce and quality QEWS scores. Answer the phone politely, indicating position and name. Support Ward Managers to organise regular team meetings ensuring all staff are aware. Taking notes and minutes of ward team meetings. Support the administrative duties to deliver ward accreditation. Ensure patient property is collated and efforts are made to find the owner. Ensure Property lost is brought to the PALS office/locked away as required and photographed and put on property reunite. Manage the daily review of property reunited. Support Ward managers to manage WM emails/diary especially in periods of leave.

Assist the Ward Manager in checking timescales and ensuring response is ready on time for complaints and Pals by supporting ward manager prep time/diary.

Maintain the Ward Managers diary for meetings, education and project requirements Maintain the Major Incident call out list as directed by the Ward Manager, ensure these phone numbers are checked updated/monthly Maintain ward files ensuring they are updated and if signatures are required that they are

present

Provide administration support to the Ward Manager for staff recruitment (prepare ERF, enter onto spreadsheet, collate person specification, job description and advertisement

and liaise with Human Resources department for shortlisting and interviews

Ensure ward information boards are updated as directed by the Ward Manager Ensure patient information boards are updated, ensuring there is a sufficient stock of leaflets available where applicable. Be responsible for the updating any data base systems, including the preparation and collation of any statistical returns, as and when required e.g. Acuity & Dependency data, Key Performance Indicators (KPI's), staffing spreadsheet, support hydration & catheter,

Tendable & Infection Prevention & Control (IPC) audits

In the absence of the flow/patient experience co-ordinator, support the ward with sending IDB paperwork eg D2A referrals, updating right to reside (R2R) criteria, District Nurse referrals, obtain updates as directed by the Ward Manager/nurse in charge Be responsible for contacting families to arrange updates or meet with ward manager make referrals and obtain updates as directed by the Ward Manager E-Filing as requested To compile and send letters on behalf of the ward as directed by the Ward Manager Support with reviewing ward specific data from spreadsheets/budget statements to present to Ward Manager

Finance & Budgets

Maintain an accurate ledger of ward donations and manage receipts and acknowledgements Support local asset register as requested by WM Support the admin functions of the ward manager role as directed. Support the ward PA with Oracle orders as required

Stores & Maintenance

In liaison with the ward PA, maintain and manage mattress, bed and chair rental records Contact the material management (supplies) team for "top up" of any stock items adhoc

Health & Safety

Monitor and record the Health and Safety data Ensure a safe working environment and avoid any undue hazards by ensuring all

equipment is maintained in good working order and any faults are reported. To be aware

of local health and safety regulations

Ensure all equipment is within date for PAT testing etc Supporting maintaining the COSHH and risk assessment actions, ensure these are in

date

Respond in a timely way to any patient safety alerts, as directed by the ward manager From Datix incident pre-alerts, monitor any recurrent themes and inform Ward Manager

of patterns

Support WM with datix investigation as required collating statements etc and manage

follow up actions

To be aware of local health and safety regulations including IPC precautions. Maintain adherence to a IPC requirements in clinical areas and ensure a clear clean

workspace.