administrative assistant Nottingham, England
Job description
Band 3
Job overview
Main duties of the job
In addition to the summary below you need to familiarise yourself with the full job description and person specification documents attached to this advert.
Assist senior members of the team with implementing, maintaining and sustaining lean thinking methodology to improve productivity
Provide comprehensive administrative and secretarial service to the nursing staff within the ward area, to include monitoring quality and audit activity, data entry and the production of charts and graphs as required
Assist in the day-to-day administration management of workforce and education activities, to include data entry and producing training reports
Provide administrative support and timely workforce & education information related to the nursing service as required by ward sister/charge nurse
To provide personal assistant support for senior members of the team/ ward manager.
Working for our organisation
NUH has a set of values and behaviours to improve the experience for our patients and our staff (We are here for you). This means that in undertaking this role the post holder is expected at all times to behave in a way that demonstrates commitment to the delivery of thoughtful patient care and continuous improvement.
Detailed job description and main responsibilities
In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties adhering to compliance of infection control, safeguarding children, young people and vulnerable adults, information governance compliance, health and safety guidelines and health and wellbeing.
The role includes supporting the management of staff mandatory training, incorporating, booking rooms and scheduling training, compiling monthly performance reports and support the follow up of staff regarding completion of online training through accessing ESR data.
You will support the Ward Manager in the recruitment of staff by accessing TRAC recruitment system, undertaking all administrative roles related to the recruitment process such as document checking, facilitating ID access requests, uniform requirements, rota management.
Word processing of complex correspondence and documents as required. Creation of own correspondence and documents as appropriate. Use of IT skills to produce power point/graphical presentations/spreadsheets, as required for the management team.
Establish and maintain admin systems/databases
Assist the senior team in organising annual appraisals. Ensure relevant paperwork is available and records are maintained.
Ensure appointments, terminations and changes to contracts are dealt with in accordance with HR procedures, including regular liaison with HR and Pay Services to ensure that changes are implemented in a timely manner. Use judgement and initiative to prioritise workload.
To organise and maintain the Ward Manager's office with regard to filing systems and provide evidence for quality audits.
Updating Duty Rota/pay services of sickness, maternity, annual and special leave. To compile monthly figures for staff sickness, study etc as required by the Ward Manager.
To assist the Ward Manager in ensuring rosters are performed to the specified timeline, to ensure that the rosters are locked for submission to pay services, annual leave approved and shift amendments altered as required.
Creating and maintaining ALL staff files electronically and paper copies ensuring records are kept according to Trust policy.
Person specification
Commitment to Trust Values and
Essential criteria
- Must be able to demonstrate behaviours consistent with Trust Policy
Training & Qualifications
Essential criteria
- Educated to GCSE level
Desirable criteria
- Experience in administration or equivalent
Experience
Essential criteria
- Minimum of 1 years typing & administration experience
Desirable criteria
- Previous experience of working in the NHS
Communication and relationship
Essential criteria
- Must be able to clearly and accurately relay information
Desirable criteria
- Experience of working in a team
Analytical and Judgement skill
Essential criteria
- Able to use judgement to make problem solving decisions
Desirable criteria
- Experience of data management
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Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.
Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit: https://nottsccg.nhs.uk/covid-19/covid-19-vaccinations/
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
About NHS
CEO: Amanda Pritchard
Revenue: $5 to $25 million (USD)
Size: 10000+ Employees
Type: Government
Website: www.nhs.uk
Year Founded: 1946
