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Job Overview
The ward administrator will provide a high level of rota co-ordination and support the administrative needs of the Clinical Matron, Supervisory Ward Sister, and Senior Nursing team.
The post holder will be responsible for maintaining the electronic rostering system, highlighting, and resolving shift vacancies in the rota, and being a point of contact for queries from the nursing team.
The post holder will work closely with the Clinical Matron / Supervisory Ward Sister / Senior Nursing Team to ensure rosters are released with safe staffing and according to North Bristol NHS Trust release dates.
Main duties of the job
- Line management of the reception team
- Responsible for maintaining rosters for all nursing staff, housekeepers and admin staff using the E-Rostering system
- Ensure accurate recording of all Annual Leave, Sickness and Other Leave.
- Authorise annual leave in line with local guidelines and procedures, highlighting any issues to the line manager / matron / ward sister.
- Process leave requests and shift swaps in a timely manner via E-Rostering
- Ensure that there is sufficient nursing cover on each shift. Where there are shortfalls, try to resolve and where this is not possible, escalate to relevant Supervisory Ward Sister or Matron as early as possible.
- Ensure all relevant parties are aware of changes regarding cover, annual leave requests and requirements.
- Action telephone / email enquiries and take appropriate action.
- Liaise with IM&T teams to help solve IT issues.
- Work closely with the nurse in charge to understand shortfalls in nursing cover.
- Support colleagues with any training needs on using the e-rostering system.
- Provide ad-hoc administrative support.
- Act as a point of contact when escalating urgent issues to the matron or supervisory ward sister.
- Provide reception cover due to sickness or annual leave
- Responsible for maintaining staff electronic records including change of condition, leavers and maternity forms.
- Ensuring on boarding processes for new starters.
- Oversight of equipment ordering and on hire.
- Responsible for safe checking and lost property management.
Working for our organisation
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialties. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
We commit to treating each patient as an individual with respect and dignity, aiming to deliver excellent clinical outcomes and a first-class experience for everyone who uses our services.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Detailed Job Description And Main Responsibilities
The ward administrator will provide a high level of rota co-ordination and support the administrative needs of the Clinical Matron, Supervisory Ward Sister, and Senior Nursing team.
The post holder will be responsible for maintaining the electronic rostering system, highlighting, and resolving shift vacancies in the rota, and being a point of contact for queries from the nursing team. The post holder will also be a point of contact for shift queries from the admin team in the absence of the Support Manager.
The post holder will work closely with the Clinical Matron / Supervisory Ward Sister/ Senior Nursing Team to ensure rosters are released with safe staffing and according to North Bristol NHS Trust release dates.
The post holder will have oversight of the administrative tasks associated with the ward including maintenance of the electronic staff record, oversight of equipment ordered and/or hired for the unit, oversight of the lost property and safe records for the unit.
The post holder will line manage the ward coordinator teams and support with any shortfalls in service provision due to absence.
Please see the job description and personal specification for more detail.
Person specification
Essential
Essential criteria
- Good education including GCSE in Maths and English
- Good keyboard and computer skills (Microsoft Office)
- Previous experience using Microsoft Word, Excel and Outlook
- Previous administration experience
- Experience of working under pressure
- Experience of working in a multi-disciplinary environment and as part of a team
- Experience of working to deadlines
Desirable criteria
- Previous experience using E-rostering
- Previous experience in managing rotas
- Experience of working in the NHS or a similar organisation
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
