Job overview

An opportunity has arisen for a permanent full-time Band 3 Administrator to work covering Elective Orthopaedic Theatres, Elective Admission Lounge and supporting Pre-Assessment Unit and other areas

The post holder will provide comprehensive high quality admin and clerical support

You will be a conscientious and enthusiastic team player with good organisational skills.

You will need to be able to demonstrate and maintain a clear understanding of confidential issues, be well motivated and reliable.

You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure and will present a professional and polite attitude at all times.

The role is based at the City Campus, Nottingham University Hospitals NHS Trust, working Monday – Friday from 08:00 – 16:00.

Main duties of the job

Taking calls from absent staff, liaising with senior team to ensure the area is aware of staffing levels.

Liaising with HR advisors in relation to complex sickness/absence cases to ensure records are kept up to date and provide assurance that absence case management is active.

Check return to work paperwork is completed ensuring that sickness/absence information disclosed is accurately recorded.

Liaise with access control and ICT to ensure that the required access and identification is requested

To provide administrative support for the E-Roster system, which will include but is not limited to; setting up new users and resetting log in details.

Assisting with the induction process of new starters ensuring that they have a full overview of the role and are aware how to locate resources required

Liaise with pay services regarding pay runs, pay queries, new starters and leavers.

Work as a team to ensure that processes are as effective as possible and assisting with implementing new processes to ensure that workflow can be maximised.

To provide administrative support, managing diaries, scheduling meetings, and gathering information requested by the Team Leader/Matron.

Support the manager to review processes to help identify opportunities for improvement

Working for our organisation

Nottingham Elective Orthopaedic Services (NEOS) is a specialist clinical unit based at City Hospital. We undertake the highest volume of Orthopaedic surgery in the region and perform over 1,800 joint replacements a year, including hip, knee shoulder and ankle replacements. We offer a wide variety of routine and complex Orthopaedic procedures for joint and soft tissue pain.

This post would suit an enthusiastic person who is looking to develop the admin skills in a supportive atmosphere.

We have a cosmopolitan team that is warm, welcoming and supportive with an open outlook. We work in a clinically challenging environment with all staff being versatile, hardworking, committed and flexible.

Hours of work, 37.5 hours Monday – Friday, 08:00 – 16:00 excluding bank holidays

Available on site a subsidized restaurant.

Annual Leave starts at 27 days a year plus bank holidays.

Detailed job description and main responsibilities

• Assist senior members of the team with implementing, maintaining and sustaining lean thinking methodology to improve productivity
• Provide comprehensive administrative and secretarial service to the nursing staff within the ward area, to include monitoring quality and audit activity, data entry and the production of charts and graphs as required
• Assist in the day-to-day administration management of workforce and education activities, to include OLM data entry and producing training reports
• Provide administrative support and timely workforce & education information related to the nursing service as required by ward sister/charge nurse
• To provide personal assistant support for senior members of the team/ ward manager.

• Typing of action plans for Essence of Care, Productive ward modules evidence
• To liaise with ward sister / charge nurse and pay services in the completion of unsocial hours payments. Notifying 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 ward sister in ensuring Electronic rosters are performed to the specified timeline, ensuring the ward 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.
• To support ward sister / charge nurse in effective collection and inputting of data of ward productivity data incorporating patient compliments and complaints, productive ward satisfaction surveys, DIPC questionnaires, falls data, safety cross information, saving lives, observations audits and 5 S audit
• To receive education and training applications, for authorisation by the ward sister / charge nurse and deputies and manage a register of training requests by ward and the subsequent admission to staff on such courses. To maintain the education database for the ward / department.
• To provide statistical information as requested by the ward sister /charge nurse relating to workforce and education activity.
• To maintain a record of staff mandatory training, IPR dates etc
• To ensure new staff are booked on and aware of Trust induction training dates and ward induction programme
• To ensure speciality and local policies and protocols are entered on the Directorate and audit department’s database as required , and ensure authors are aware of relevant review dates
• To manage and update the electronic diaries of the senior management team and to make appointments, arrange meetings and venues and inform all interested parties and attendees.
• To arrange, co-ordinate, and service department meetings, produce agendas and minutes for distribution to members and action any items as required.
• Word processing of complex correspondence and documents as required. Creation of own correspondence and documents as appropriate. Uses IT skills to produce power point/graphical presentations/spreadsheets, as required for the management team.
• To organise and maintain the ward sister /charge nurse office with regard to filing systems and provide evidence for quality audits and productivity data eg. Standards better health, productive ward board
• To keep the ward major incident cascade systems up-to-date and ensure ward staff are aware of the process.
• To keep ward procedure files up-to-date
• To maintain agency staff records and check invoices correspond with time sheets for authorisation of payment by matron
• Assist the matron and senior management in the day to day administration of staffing matters within the Directorate, such as maternity and sickness.
• Assist the senior team in organising annual appraisals. Ensure relevant paperwork is available and records are maintained.
• Assist the training team in the recruitment and selection of new staff, including arranging and preparing interview packs, venues, authorising ID badges, checking and completing new starter paperwork and submitting to appropriate departments.
• 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 sister/charge nurse in ensuring incidents on the DATIX system are investigated and closed and risk assessments are kept updated

In addition to the above summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert