Gynaecology Service Administrator

at  North Bristol NHS Trust

Provide a full range of administrative duties to the wards supported by the Ward Receptionist. To be responsible for collating staff rosters, ensuring sign off and then authorisation of bank requests within the identified skill mix. Have delegated responsibility for the Ward Receptionist. Provide secretarial support for the Ward Managers and deputies (where appropriate) for personnel issues e.g.
Documentation following sickness/absence meetings and appraisals. Will need to exercise initiative, independent judgement and decision making within a variety of situations, to ensure an effective high-quality service is provided. Supervise support staff on the wards including Ward and Outpatient Receptionists. Ensure all mandatory training is arranged for all staff maintaining up to date records of all staff training.
Co-ordinate communication and activity on behalf of the wards organising the day-to-day administrative duties required for the efficient operation of the wards. Use of oral, written, and electronic systems. Act as a contact point for all operational issues not directly relating to patient care. Assume responsibility for stock control ensuring correct ordering and authorisation of requisitions.
Have an understanding of the ward budgets relating to non-pay. Identify where areas of high expenditure become evident, regularly discuss these issues with the Ward Managers Monitor monthly Pay roll sheets, keeping accurate information on sickness, absence coding and completion of monthly forms for staff payments. Responsible for the authorisation of leave requests within local guidelines and responding directly with staff and negotiating options to meet both personal and service requirements. Advise Ward Managers of staff issues relating to the pay roll appropriately.
Supervision of Ward and Outpatient Receptionists ensuring they received mandatory training and annual appraisals. Order of Bank and agency staff in line with skill mix requirements for the wards, in liaison with the Ward Manager and nurses in charge (shift). Checking and documenting identification of temporary staff attending the ward for accuracy. Participation in recruitment initiatives as set out by the Ward Managers, including the preparation of adverts, and organising interview dates.
Organisation of staff induction programmes in line with Trust statutory procedures, and local initiatives. Secretarial support for the Ward Manager. Provide administrative support of clinical governance issues such as complaints and clinical incidents, collecting statements and information on behalf of the Ward Managers. Faxing urgent incidents directly to health and safety and clinical risk.
Liaise with relevant departments and other bodies to ensure equipment, furniture and fittings are appropriate to requirements and within a designated budget. Assist in arranging teaching sessions as required, preparing timetables arranging speakers and providing staff with relevant information. Provide administrative support to staff meetings. Set up and develop systems of effective communication to prevent duplication of work and to allow the nursing staff to concentrate on patient care.
Undertake audits as required in the area Support with limited patient data capture for the purposes of fundin

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