We are seeking a highly organised and proactive individual to provide comprehensive administrative and secretarial support to designated ward managers. This key role ensures the smooth running of daily operations across the clinical ward and supports management, clinical and frontline staff.
Responsibilities
* Provide day‑to‑day administrative support to ward managers, ensuring efficient ward activities.
* Act as the primary point of contact for a range of professional levels and represent ward staff or managers at meetings.
* Manage the administrative process for recruitment and orientation of new ward staff and keep accurate records of vacancies.
* Establish and maintain professional relationships with ward staff, other clinical teams and external companies.
* Upload information to the Trust intranet and internal shared drives as required.
* Record and respond to all enquiries and requests on behalf of ward managers and clinical/support staff.
* Line‑manage a team of ward clerks, overseeing performance, ongoing development, training and career development.
* Support the clinical recruitment process, including arranging interviews, preparing documentation and liaising with the HR recruitment team.
* Assist with clinical audits and care assurance audits to help the ward meet Trust KPI’s and care assurance standards.
* Arrange, attend and take accurate minutes for ward‑based meetings and distribute minutes and follow‑up actions in a timely manner.
* Monitor and maintain records of staff sickness, annual leave and other absence‑related documentation.
* Support the completion and submission of ward‑based audits, ensuring compliance with Trust standards.
* Order supplies and equipment for the ward, maintaining adequate stock levels within budgetary guidelines.
* Assist in facilitating the onboarding process for new clinical and administrative staff, ensuring a smooth induction and introduction to training.
* Maintain professional stability and support to Ward Managers across all activities.
Additional Information
The postholder will have access to vulnerable people in the course of their normal duties; as such, this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020, and it will be necessary for a Disclosure and Barring Service check to be made for any previous criminal convictions.
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