Job summary
- Main area
- GSACT
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Office Hours)
- Job ref
- 323-AC8366-SK
- Employer
- Ashford and St. Peter's Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- St. Peter's Hospital
- Town
- Chertsey
- Salary
- £25,329 - £26,958 pa, inc. HCAS
- Salary period
- Yearly
- Closing
- 03/01/2025 23:59
Employer heading
Ward Admin Assistant, GSACT
NHS AfC: Band 3
Job overview
The Division is seeking a proactive and detail-oriented Ward Admin Assistant to join our team. This newly created role is integral to supporting Ward Managers and the senior nursing team, ensuring our wards operate efficiently, comply with regulations, and maintain productivity—all contributing to enhanced patient care.
As a Ward Admin Assistant, you will work closely with the Ward Manager and senior clinical team within a dynamic clinical environment.
About you:
We are looking for a highly organized and adaptable individual with exceptional written, verbal, and IT communication skills. The ideal candidate will thrive in a fast-paced environment and demonstrate the following:
-
Skills:
- Proficiency in Trust Roster and HR ESR systems.
- Strong organizational skills, with the ability to prioritize tasks and meet deadlines.
- Resilience, adaptability, and the ability to work under direction from the clinical team.
-
Attributes:
- A professional and discreet approach to all tasks.
- Commitment to maintaining confidentiality and upholding Trust values.
This role offers an exciting opportunity to contribute to the smooth functioning of our clinical wards. For further details, including the full job description and person specification, please refer to the provided documentation.
Main duties of the job
At Ashford & St Peter's, we are committed to delivering an exceptional experience and optimal outcomes for both our patients and staff. We strive to maintain the highest standards of care, professionalism, and efficiency in all aspects of our work.
The Ward Administration Assistant will play a key role in providing efficient and effective administrative support to the Matrons, Ward Manager, and ward staff. This position is vital in ensuring the smooth running of administrative operations within the ward, contributing to the overall productivity and regulatory compliance of the department. The successful candidate will be expected to maintain a high level of professionalism and contribute to a well-organized, forward-thinking work environment.
Provide comprehensive administrative support to the Ward Manager, Matrons, and ward staff, including scheduling and coordinating ward meetings, taking minutes, and updating rosters and the Electronic Staff Record (ESR).
Assist in the forward planning of mandatory training and annual leave, ensuring all requirements are met and documented in a timely manner.
Handle sensitive and confidential information with discretion, adhering to strict confidentiality standards at all times.
Support the Ward manager and Patient Flow Coordinator as needed, contributing to the efficient management of patient flow and administrative tasks.
Working for our organisation
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
Detailed job description and main responsibilities
Ward Administrative Assistant - Responsibilities
Team Support
- Organize and schedule ward team meetings, including preparation and circulation of agendas.
- Attend ward meetings, take detailed minutes, and distribute them to relevant stakeholders.
Staffing Administration
- Maintain and update staff rosters using the Rotageek system, including same-day changes and escalations as directed by the Ward Manager.
- Update the daily staffing board with nursing numbers.
- Manage the release of shifts from Rotageek to Locums Nest to ensure adequate staffing.
- Prepare return-to-work documentation and manually track sickness reports if Rotageek data is unavailable.
- Monitor and record annual leave, updating Rotageek with approved requests and maintaining accurate leave records.
- Support annual leave planning to balance absences across the year.
- Track staff turnover, prepare starter and leaver forms, and ensure timely sign-off by the Ward Manager.
- Maintain confidential and accurate personal staff files.
Training and Development
- Coordinate mandatory and role-specific training sessions as identified during appraisals, ensuring timely scheduling and accurate record-keeping in Rotageek and ESR.
- Forward-book staff appraisals and report overdue sessions to leadership.
- Maintain and update Quality and Harms board data, ensuring staff action plans for Harm-Free Care are accessible.
Communication and Patient Support
- Remind staff to communicate with families according to the Compassionate Communication Policy.
- Contact families to arrange updates or meetings as directed by the Ward Manager.
Administrative Support
- Provide comprehensive administrative support to the Ward Manager to facilitate ward operations and quality compliance.
- Manage ward-related correspondence, including drafting and sending letters as requested.
- Support ward accreditation and prepare data for Key Performance Indicators (KPIs) and audits.
- Ensure ward and patient information boards are updated and stocked with appropriate materials.
- Assist with data reporting for Acuity and Dependency metrics, Tendable, and Infection Prevention and Control audits.
- Support the ward manager with diary management, email responses, and preparation for meetings or complaint responses.
Finance and Budget Management
- Maintain an accurate ledger of ward donations, including receipts and acknowledgments.
- Assist with local asset registers and Oracle orders as required.
Stores and Maintenance
- Manage and maintain mattress, bed, and chair rental records in collaboration with the ward PA.
- Coordinate with the material management team for stock replenishment as needed.
Health and Safety
- Monitor and record health and safety data, ensuring adherence to local regulations and infection prevention protocols.
- Ensure timely reporting and resolution of equipment faults and that equipment is PAT-tested and within compliance.
- Support COSHH compliance and maintain up-to-date risk assessments.
- Monitor patient safety alerts and Datix incident reports, identifying and escalating recurring themes.
- Assist with Datix investigations, including collating statements and managing follow-up actions.
Person specification
desirable
Desirable criteria
- Previous NHS experience
essential
Essential criteria
- English GCSE Grade C/4 or equivalent RSA/ Business Admin qualification or equivalent typing and computer skills.
essential
Essential criteria
- Previous level of administrative experience Experience, working in a health care setting
essential
Essential criteria
- Effective communication skills, Excellent IT skills (MS Office) Experience dealing with confidential and sensitive matters Ability to prioritise workload and manage time effectively
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Ralph Hayes
- Job title
- Matron
- Email address
- [email protected]
- Telephone number
- 01932 722372
- Additional information
n/a
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