Ward Coordinator for Nicol Unit and Campion Ward

Job overview

We are looking for a highly motivated individual to work with the existing teams on Nicol Unit and Campion Ward.  We are looking for a person to work alongside our nursing team in helping them deliver high quality care.

Working directly for the Ward Manager, the Ward Operational Co-ordinator will play a key role in providing operational and administrative support to ensure the wards run as effectively as they can.

You will support the Ward Manager in managing and scheduling the team’s work patterns, meeting schedules, notes, minutes and actions, project co-ordination, helping plan and deliver investigations and supporting them in staff related processes such as sickness absence management, annual leave and team rostering. This role will be varied, fun, and engaging and will suit those individuals looking to progress into a management or human resources role.

You may have a background in administration, business management or project co-ordination. You will need to be able to demonstrate your good interpersonal, negotiation, verbal and written communications skills. You will also need to be able to demonstrate your excellent IT skills and your ability to plan, prioritise, manage your time and problem solve effectively, with an understanding of the clinical patient journey.

The post holder will work between two ward areas across two sites responding to a variety of situations on a daily basis.

Main duties of the job

To provide operational and administrative support to the Ward Managers in a way that is responsive to their needs and contributes to the effectiveness of their roles.

The post holder will work between two ward areas across two sites responding to a variety of situations on a daily basis.  You will need your own car and a full driving licence.

Detailed job description and main responsibilities

Ward Manager Support

Responsible for the proactive, accurate management of the electronic diary, maximising time management by prioritising entries considering objectives and geographical implications.

Provide comprehensive, high quality administrative support for HR and incident investigations, including arranging meetings, taking minutes and typing of letters.

Work on own initiative to manage and prioritise administrative tasks to support effective and efficient running of the ward.

Receive and make telephone calls on behalf of the Ward Manager/Clinical Lead, taking messages, dealing with enquiries appropriately and ensuring accurate and timely communication of messages including issues of a confidential and contentious nature.

Provide effective administrative support to the Ward Manager/Clinical Lead within a changing environment. Deal on a regular basis with confidential, sensitive and contentious information on staff and services.

Health Roster

Arrange return to work meetings, provide administrative support and ensure that all documentation is completed.

Monitor sickness triggers for staff members and escalate to the Ward Manager/ Clinical Lead. Liaise with HR to arrange sickness meetings as necessary.

Draft sickness outcome letters and schedule sickness review meetings.

Monitor annual leave usage and communicate available annual leave slots to ward staff.

Escalate to Ward Manager/Clinical Lead if staff are not utilising their annual leave allocation effectively.

Monitor when staff appraisals are due and book appraisal meetings, liaising with mentors.

Monitor professional registration renewal and escalate any concerns to the Ward Manager/Clinical Lead prior to registration lapsing.

Monitor mandatory training compliance for the ward staff and book training in a timely manner.

Staff Administration

Support recruitment of new staff, liaising with Employment Services and maintaining contact with successful candidates prior to commencement of employment on the ward.

Ensure all induction and training is booked for new starters and coordinate with the Ward Manager/Clinical Lead to allocate a mentor/preceptor.

Generate change forms and termination forms and submit to the Ward Manager/ Clinical Lead for authorisation.

Communication

Act as “Communication Champion” for the ward, linking in with the Communications Department to ensure that Trust messages are disseminated to ward staff.

Attend Trust meetings with the Ward Manager/Clinical Lead and draft feedback for ward staff.

Compile the ward newsletter, including information relating to incidents, safety notices and screensaver messages.

Arrange ward meetings as required, taking minutes and following up actions.

Ensure ward noticeboards are kept up to date with current information.