Role Summary
Provide leadership and supervisory support to the administrative team within the Ward Department, coordinating the daily workload of ward clerks to maintain a comprehensive administrative service in line with Trust standards.
Responsibilities
* Act as first point of contact for routine enquiries and liaise with colleagues, patients, and external organisations as required.
* Communicate with staff, patients and external organisations using appropriate methods.
* Maintain manual and electronic filing systems and databases in accordance with Trust policies, ensuring accurate archiving of documents.
* Provide comprehensive administrative support, including photocopying and assisting team members.
* Utilise relevant Trust IT systems to input and manage patient data accurately.
* Collate, input and monitor department documentation and information to assist with the production of monthly reports.
* Disseminate relevant information to departments, external and internal users (e.g., minutes and memos).
* Assist with training new team members in Trust operational systems and departmental procedures.
* Order stationery and other equipment while monitoring and maintaining stock levels using the Integra system.
* Handle the receipt and distribution of incoming and outgoing post and act accordingly.
* Prioritise daily tasks to meet set timescales.
* Act as point of contact for complaints within the department, handling them in line with Trust policy and values.
* Provide cover in the absence of other team members.
* Contribute to patient and business improvement agendas, share ideas for potential service improvement.
* Supervise the daily workload of the Ward Clerk team, ensuring adequate cover at all times.
* Coordinate staff rotas and manage annual leave requests to ensure service continuity.
* Lead induction and training of new Ward Clerks, sign off on competencies.
* Monitor data entry accuracy for patient admission, discharge and transfer data to support Trust targets and income recovery.
* Liaise with Medical Staffing, Health Records and other support services to resolve systemic issues affecting the ward.
Other Information
* No sponsorship is offered for this position.
* Applicants must provide an immunisation and vaccination report from their current UK occupational health provider or UK GP.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience and different perspectives available in our diverse society. We want everyone to feel respected, valued, able to achieve their potential and receive appropriate care, promoting fairness, respect, equality, dignity and autonomy as part of our core values.
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