Ward Manager Assistant

Detailed job description and main responsibilities

CORE FUNCTIONS:
Secretarial:
▪ Maintain and manage the Sister/Charge Nurse diary / telephone messages.
▪ Record and respond to all enquiries and requests on behalf of the Sister/Charge Nurse, either by email or telephone and personally act upon when appropriate.
▪ Organise appointments for staff when required.
▪ Receive and distribute all staff mail. Redirect mail as appropriate.
▪ Support Sister/Charge Nurse with timely response of informal and formal complaints, including obtaining clinical health records and gathering background information.
▪ Organise and ensure all relevant paperwork is available for: department (nursing) meetings, HR meetings etc. Minute take and record action notes from a variety of meetings as required. Ensure actions are followed prior to next meeting.
▪ Represent Clinical Unit Manager/EED sister/Charge Nurse at appropriate meetings, taking minutes and reporting back accordingly.
▪ To liaise and be the contact for the sister/Charge Nurse and senior nursing team for all issues related to IM&T 
▪ Establish good work relationships with external companies and make appointments as agreed by Sister/Charge Nurse
▪ Assist the department staff and/or ward housekeeper in requesting maintenance/repair work required, as appropriate.
▪ Prepare and type letters and reports as required.
▪ Photocopy documents as required.
▪ Track notes when needed by Sister/Charge Nurse.

Administrative / Financial:
▪ Keep accurate records of vacancies and update and maintain staffing forecasts.
▪ Manage the administrative process for recruitment and orientation of new ward staff and keep track of the progress of recruits. Assist in the interview process by arranging rooms for interviews, meet and greet and ensure key documents are collected at interview.
▪ Assist with getting new starters their logins and on to e-roster/Medirota.
▪ Make changes to the electronic staffing roster as required by the sister/Charge Nurse
▪ Be responsible for the nursing allocation on Healthroster and Medirota as per Rostering Timelines set out by the TRUST. 
▪ Calculate Annual leave entitlements and update AL entitlements on Healthroster accordingly.
▪ Complete documents for any staff changes/transfers/leavers as directed by the sister/Charge Nurse, using the latest document portal.
▪ Collate records of training and professional registration for the nursing staff alerting the sister/Charge Nurse to any potential lapses.
▪ Co-ordinate the Friends & Family survey for the Oxford Eye Hospital; receiving results and supporting the production of monthly patient experience report.
▪ Collate monthly quality return information from sister/Charge Nurse and senior nurses in preparation for the monthly Matron Quality report.
▪ Act as Patient Information Co-ordinator for Ophthalmology Outpatient Services
▪ Be a smartcard superuser.
▪ Pay in monetary donations to cashiers and acknowledge such to donors in writing.
▪ Maintain petty cash and reimbursement for staff.
▪ Book travel and accommodation via Redfern for all nursing staff.
▪ Upload information on Trust intranet and internal shared drives as required.
▪ Support the Ward Housekeeper in the ordering, delivery and returning of any items.

Educational Support:
▪ Liaise with the sister/Charge Nurse and PDN for educational activities requiring support, this 
will include booking venues.
▪ Print out study days from email and display in unit. With the PDN maintain a study / training day information / education notice board.
▪ Assist in the maintenance of the unit’s teaching diary.
▪ In conjunction with the PDN maintain a training database for staff records.
▪ Assist staff in the preparation of Power-point presentations and slides, ensuring that overhead projectors, laptops and digital projectors are available & in working order.
▪ Assist with web searches.
▪ Assist in seeking sponsorship for educational events.
▪ Supporting the practice development team co-ordinate all internal / external ophthalmology 
teaching programs.

Personal Responsibilities
▪ Be adaptable, approachable, and assertive with all levels of staff.
▪ Be professional and resourceful.
▪ Proven reliability and responsible for own actions.
▪ Ability to think strategically and creatively.
▪ Ensuring deadlines are met in a timely manner.
▪ Maintaining Confidentiality at all times.
▪ Showing initiative and common sense at all times.
▪ Keeping up to date with all trust policies and procedures.
▪ Maintaining good knowledge of all systems and departments.
▪ Ability to work independently.

Communication Skills
• Confident with verbal communication with all professions.
• Good language and grammar skills for written communication.
• Strong networking and interpersonal skill.