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.
Main duties of the job *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*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.
*To be responsible for the taking of minutes at ward meetings and producing of minutes to be distributed to staff.
About us We are recognised as one of the leading NHS Foundation Trusts in the UK.
Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.Our commitment to our staff is to create the best place for them to work, and we are dedicated to:Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment.
This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work.
This is more than words.
We are taking action.
Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO.
We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.University Hospitals Birmingham is a Smoke-Free premises hospital.
Job description Job responsibilities *Please Note : For a detailed job description for this vacancy, please see attached Job Description* Person Specification Qualifications Essential *Numerate and Literate *GCSE Grade C or above in Mathematics and English Language or equivalent.
*RSA 2 or equivalent word processing Experience Essential *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 Essential Knowledge: *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.