Detailed job description and main responsibilities

• Support the ward manager and team with the organising of team meetings. 
  • Attend the ward meetings and produce/circulate the minutes. 
  Staffing
  • Input ward off duty with on the day changes and print data from Rotageek system as requested. Support with rostering escalations as directed by ward manager
  • Update daily staffing board with nursing numbers
  • For privacy reasons sickness and absence would usually be recorded by the ward  manager/sister on duty, in the event that you are asked to complete this, it is essential that  this is treated with sensitivity. It must not be discussed with any other staff member, to  ensure confidentiality and to ensure that the staff member’s personal privacy is maintained. 
  You will be asked to manage the release of shifts from Rotageek to locums nest in a timely  manner, to ensure the ward is adequately staffed.
  • Prepare return to work interview documentation and file when completed by Ward Manager. If you are unable to pull sickness reports from Rotageek, ensure these details are captured manually
  • Monitor annual leave for authorisation by the Ward Manager and maintain up to date annual leave cards, input this on Rotageek once approved
  • Support pre planning through the year of annual leave for equal absences. 
  • Monitor local records of staff turnover and prepare employee starter and leaver forms for sign off by the Ward Manager in real time
  • Maintain staff’s personal files as directed, ensuring complete confidentiality at all times Ward Manager, Ward Teams Deputy Sister/Charge , Nurse, Ward Administrative Assistant 
  • Co-ordinate the administration of ward staff training as agreed by the team leaders/Ward Manager at IPR’s, including mandatory training, add this to rotageek when the booking is confirmed, ensure this is done in advance.  Add dates to ESR if certificates are sent in.
  • Ensure all staff are forward booked for their Appraisal, report when over due
  • Ensure all action plans for Harm Free Care and quality continuous improvements are available for all staff to read. Update the Quality and Harms board data
  • Ensure families are kept up to date with communication by ensuring staff are reminded to ring family members as per Compassionate Communication Policy.
  • Provide administrative support to enable efficient clinical area functioning and compliance with all workforce and quality QEWS scores. 
  • Answer the phone politely, indicating position and name. 
  • Support Ward Managers to organise regular team meetings ensuring all staff are aware. Taking notes and minutes of ward team meetings.
  • Support the administrative duties to deliver ward accreditation. 
  • Ensure patient property is collated and efforts are made to find the owner. Ensure Property lost is brought to the PALS office/locked away as required and photographed and put on property reunite. 
  • Manage the daily review of property reunited. 
  • Support Ward managers to manage WM emails/diary especially in periods of leave. 
•  Assist the Ward Manager in checking timescales and ensuring response is ready on time  for complaints and Pals by supporting ward manager prep time/diary. 
  • Maintain the Ward Managers diary for meetings, education and project requirements
  • Maintain the Major Incident call out list as directed by the Ward Manager, ensure these phone numbers are checked updated/monthly
  • Maintain ward files ensuring they are updated and if signatures are required that they are 
  present
  • Provide administration support to the Ward Manager for staff recruitment (prepare ERF, enter onto spreadsheet, collate person specification, job description and advertisement 
  and liaise with Human Resources department for shortlisting and interviews
  • Ensure ward information boards are updated as directed by the Ward Manager
  • Ensure patient information boards are updated, ensuring there is a sufficient stock of leaflets available where applicable.
  • Be responsible for the updating any data base systems, including the preparation and collation of any statistical returns, as and when required e.g. Acuity & Dependency data, Key Performance Indicators (KPI’s), staffing spreadsheet, support hydration & catheter, 
  Tendable & Infection Prevention & Control (IPC) audits
  • In the absence of the flow/patient experience co-ordinator, support the ward with sending IDB paperwork eg D2A referrals, updating right to reside (R2R) criteria, District Nurse referrals, obtain updates as directed by the Ward Manager/nurse in charge
  • Be responsible for contacting families to arrange updates or meet with ward manager make referrals and obtain updates as directed by the Ward Manager
  • E-Filing as requested
  • To compile and send letters on behalf of the ward as directed by the Ward Manager
  • Support with reviewing ward specific data from spreadsheets/budget statements to present to Ward Manager
  Finance & Budgets
  • Maintain an accurate ledger of ward donations and manage receipts and acknowledgements
  • Support local asset register as requested by WM
  • Support the admin functions of the ward manager role as directed. 
  • Support the ward PA with Oracle orders as required 
  Stores & Maintenance
  • In liaison with the ward PA, maintain and manage mattress, bed and chair rental records
  • Contact the material management (supplies) team for “top up” of any stock items adhoc

Health & Safety
• Monitor and record the Health and Safety data
• Ensure a safe working environment and avoid any undue hazards by ensuring all 
equipment is maintained in good working order and any faults are reported. To be aware 
of local health and safety regulations
• Ensure all equipment is within date for PAT testing etc
• Supporting maintaining the COSHH and risk assessment actions, ensure these are in 
date
• Respond in a timely way to any patient safety alerts, as directed by the ward manager
• From Datix incident pre-alerts, monitor any recurrent themes and inform Ward Manager 
of patterns 
• Support WM with datix investigation as required collating statements etc and manage 
follow up actions
• To be aware of local health and safety regulations including IPC precautions. 
• Maintain adherence to a IPC requirements in clinical areas and ensure a clear clean 
workspace.