Band 3 Ward Administrator

NHS; Birmingham; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading healthcare provider is seeking a Band 3 Ward Administrator in Birmingham to provide essential secretarial and administrative support. The role includes managing the ward's administration, coordinating training for staff, and assisting with HR issues. Ideal candidates will have relevant qualifications and experience in a healthcare environment, demonstrating strong administrative skills and IT proficiency.

Benefits

Inclusive workplace culture

Support for continued education and training

Qualifications

• GCSE Grade C or above in Mathematics and English Language or equivalent.
• NVQ Level 3 in admin / related field or equivalent experience.
• RSA 2 or equivalent word processing.

Responsibilities

• Provide secretarial and administrative support to the Senior Sister / Charge Nurse.
• Manage and organise the diary of the Senior Sister / Charge Nurse.
• Act as personal assistant, coordinating meetings and managing correspondence.

Skills

Numerate

Literate

Good working knowledge of IT applications

Education

GCSE Grade C or above in Mathematics and English Language

NVQ Level 3 in admin / related field

Tools

Microsoft Office Packages

Job description

Go back University Hospitals Birmingham NHS Foundation Trust

Band 3 Ward Administrator

Information:

This job is now closed

Job summary

The post holder will provide secretarial and administrative support to the Ward Managers and deputies, acting as personal assistant, being first point of contact for all non-clinical issues on behalf of the Senior Sister / Charge Nurse.

*The Ward Administrator will work co-operatively with colleagues, as part of the team and perform additional duties as and when directed by the Senior Sister / Charge Nurse, to enable the ward nursing staff to undertake direct patient care. Work cooperatively as part of the multi-disciplinary team supporting colleagues in work associated with patient care.

Overview of Responsibilities:

*Ensure the Senior Sister / Charge Nurse and deputies receive secretarial and administrative support by acting as a personal assistant.

*To manage the administration and coordination of annual leave, staff attendance records and updating of personal files.

*Coordinate and arrange all study and mandatory training requirements for ward staff.

*Liaise with Senior Sister / Charge Nurse regarding HR and staffing issues.

*Request bank and agency cover as directed by the Senior Sister / Charge Nurse

Main duties of the job

Secretarial and Administration duties:

*To act as personal assistant to the Senior Sister / Charge Nurse and deputies, providing secretarial and administrative support.

*To take the lead in opening paper and email correspondence. Prioritising and taking such preparatory action as may be necessary before referring to the Senior Sister / Charge Nurse.

*To manage and organise the diary/ electronic schedule of the Senior Sister / Charge Nurse, scheduling appointments and coordinating meetings.

*To collate information and draft correspondence, for example, letters, reports, references and memorandum using own judgement and initiative.

*To manage and update all filing systems (paper & electronic), ensuring all Trust Policy files are kept up to date. To create / develop new files and systems where appropriate.

*To be responsible for the upkeep of the computerised off duty system. To verify automated system calculations of staffing levels and agency usage, analysing any discrepancies to ensure correct staffing figures are submitted.

*Control of accounts of donations to ward from relatives. Respond in writing to patients/relatives, receipting donations and arranging banking of cheques.

*Design, collate relevant information and produce/update ward information packs.

*To be responsible for the taking of minutes at ward meetings and producing of minutes to be distributed to staff.

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

• *Numerate and Literate
• *GCSE Grade C or above in Mathematics and English Language or equivalent.
• *RSA 2 or equivalent word processing
• IT
• *NVQ Level 3 in admin / related field or equivalent experience.

Experience

• *Experience of working in either a customer facing role or within the general public/patients.
• *Experience of a previous admin role in a Health Care Environment.

Additional Criteria

• Knowledge:
• Good working with IT applications including Microsoft Office Packages (ie. Outlook, Word, Excel)
• *Understanding the need for confidentiality and to remain impartial.
• *Knowledge of need for prevention of cross infection.
• Personal Attributes:
• *Ability to remain calm under pressure.
• *Ability to manage difficult and stressful situations.
• *To be conscientious and hard working.
• *To be reliable, flexible and honest.
• *Able to use own initiative.
• *Good working knowledge of IT applications including Microsoft Office Packages (ie. Outlook, Word, Excel)
• *Prepared to undertake further training

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

University Hospitals Birmingham NHS Foundation Trust