Ward Manager's Assistant - Oncology Ward / Triage Department

We are looking for an enthusiastic, motivated individual to join us in the role of Ward Manager's Assistant on the busy Oncology Ward and the Oncology/Haematology Triage Department at the Churchill Hospital. The main purpose of the post is to provide administrative and secretarial support to the Ward Managers. The post holder will work closely with the Ward Managers and all relevant staff members to provide a comprehensive, professional and confidential PA/secretarial and administrative service., The post holder will develop and implement administrative systems which will ensure the efficient and effective running of the ward, allowing the Ward Manager to concentrate more fully on the clinical aspects of his/her job role. The post holder will also respond to enquiries from other ward staff and wider administration team and will provide cover for the Ward Clerk and their duties., To work closely with the Ward Managers and other relevant staff to identify, develop and implement administrative systems on the ward. These may include the following:

• Provide secretarial support to the Ward Manager, preparing and keeping his/her diary
• Record and respond to all enquiries and requests on behalf of the Ward Manager, and personally act upon when appropriate
• Prepare and type letters and reports as required
• Organize all relevant meetings
• Assist with extracting information from EPR for reports
• Support with reporting and coding of activity on EPR
• Meet & greet new members of staff, visitors and patients
• Send out meeting invites and keep a record of when meetings are due.
• Schedule Return to Work meetings and absence management meetings, supporting with required documentation
• Ensure all relevant paperwork is available for meetings
• Post sensitive documentation using recorded delivery
• Represent ward staff or managers at appropriate meetings, reporting back accordingly
• Manage the administrative process for the recruitment and orientation of new ward staff
• Assist with 'Leavers' administration
• Keep accurate records of vacancies
• Make changes to e-rostering as required by the Ward Manager
• Ensure that all relevant paperwork is submitted to HR in a timely fashion
• Ensure that payroll documentation is submitted
• Uploading information on trust intranet 'Teams' and internal shared drives as required
• Provide support with Ulysses incident management system and Ulysses risk register
• Help ward staff keep the noticeboards and leaflets up to date on the unit
• Ensure there is proper governance for all patient and ward documentation that complies with Trust policies and that it is adhered to
• Ensure there is a proper system for the collection and storage of audits and other monitoring and sensitive information, both electronically and paper copies
• Organize appointments and transport for staff when required
• Assist the ward staff and/or ward clerk in requesting and reporting maintenance work required on the ward, as appropriate
• Order equipment, stores as necessary
• Collate records of training and professional registration for the ward staff, ensuring the Ward Managers are aware of any lapses, The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
  
  Previous experience of secretarial/administrative work
• Good general education to NVQ level 3 or equivalent
Desirable criteria
• Previous experience of working in the NHS or other Healthcare sector, Good knowledge and use of the English language
• Computer literacy: Microsoft Office Suite; ECDL or equivalent,
• Communication skills with a variety of people eg. Clinical staff of all professions and students/trainees, administrative staff and colleagues, patients and their visitors (oral and written)
  
  Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.