Job Summary
The Trust is now recruiting for a brand‑new role Ward Admin Assistant across the Trust providing essential support to the Ward Managers to ensure our wards and departments are productive, regulatory compliant and efficient, therefore enhancing patient care.
The Ward Admin Assistant will report directly to the Ward Manager/senior nursing team and will be based mainly at St Peter’s Hospital, although may require cross-site working as needed. The role will be based within a clinical setting.
37.5 hours per week Monday to Friday.
What you will be doing
* Plan and book all staff members in designated areas onto statutory and mandatory training.
* Ensure the roster is up to date at all times and prepare and provide data/information under the direction of ward manager/matrons.
* Take notes of meetings and distribute them to a set group.
* Ensure a professional discreet attitude embodying Trust values at all times.
* Have excellent written, verbal and IT communication skills and be highly organised.
* Deliver set work pieces efficiently, taking direction on priorities from the clinical team, meeting deadlines, be adaptable, capable and resilient.
* Be fully conversant with Trust Roster and HR ESR systems.
Main Duties of the Job
The Ward Admin Assistant will provide an efficient, productive administrative service to the Ward Manager and Ward Staff, ensuring smooth coordination and forward planning of administrative duties to enable a productive, regulatory compliant and efficient ward. The role must uphold a high degree of confidentiality, be professional at all times, and support the Ward PA and Patient Flow Coordinator as required.
Responsibilities
* Support the ward manager and team with organising team meetings, attending and producing/circulating minutes.
* Manage the staff roster, including off-duty inputs, on‑day changes, print data from Rotageek, and address rostering escalations.
* Update the daily staffing board with nursing numbers and process sickness and absence records with sensitivity and confidentiality.
* Release shifts to locums in a timely manner and prepare return-to-work interview documentation.
* Monitor annual leave authorisation, maintain up-to-date leave cards, and input approved leave into Rotageek.
* Coordinate staff training, including mandatory training, IPRs, and ensure certificates are added to ESR.
* Ensure all staff are forward booked for appraisals and overdue action plans for Harm Free Care and quality continuous improvements are available and updated.
* Maintain the Quality and Harms board data and ensure families receive timely communication from the ward.
* Support the department’s clinical area functioning, compliance with QoS scores, and handle phone enquiries politely.
* Assist with Ward Manager’s diary, project requirements, and major incident call-out list updates.
* Prepare and manage staff recruitment administrative tasks and liaise with HR for shortlisting and interviews.
* Update ward and patient information boards and manage electronic and physical data entry, including key performance indicators and financial returns.
* Handle property management tasks such as collecting lost property, coordinating reunification, and maintaining PALS office records.
* Support ward audits, infection prevention, and control measures and ensure adherence to health and safety regulations.
* Provide general administrative support to the Ward Manager, Ward PA, and other staff as directed.
* Maintain mattress, bed, chair rental records and liaise with material management for stock supplies.
Health & Safety
Monitor and record health and safety data, maintain equipment, report faults, and ensure PAT testing dates are met. Support COSHH and risk assessment actions, and respond promptly to patient safety alerts. Assist with Datix investigations and follow-up actions, ensuring a safe working environment and compliance with IPC precautions.
Person Specification
Essential:
* English GCSE Grade C/4 or equivalent RSA/Business Admin qualification or typing and computer skills.
* Previous administrative experience, preferably in a healthcare setting.
* Effective communication, excellent IT skills, experience dealing with confidential and sensitive matters.
* Ability to prioritise workload and manage time effectively.
Desirable:
* Previous NHS experience.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to be submitted to the Disclosure and Barring Service to check for any previous criminal convictions.
Employer details
Company: Ashford & St. Peter's Hospitals NHS Foundation Trust
Address: St. Peter’s Hospital, Chertsey, KT16 0PZ
Website: https://www.ashfordstpeters.nhs.uk/ (Opens in a new tab)
Benefits
* Excellent pension scheme and annual leave entitlement
* On-site Nurseries
* On-site staff cafes
* On-site parking
* Support in career development
* Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Job Details
* Date posted: 14 November 2025
* Pay scheme: Agenda for change
* Band: Band 3
* Salary: £26,240 to £27,928 a year pa incl. HCAS
* Contract: Permanent
* Working pattern: Full‑time
* Reference number: 323-AC7125-JN
* Job location: St. Peter’s Hospital, Chertsey, KT160PZ
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Sponsorship is not available for this post.
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