Job summary
- Main area
- Admin & Clerical
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Mon - Fri 08:30am-16:30pm (some flexibility around working times may be considered))
- Job ref
- 203-EM692
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Acute Medical Unit
- Town
- Warwick
- Salary
- £27,485 - £30,162 per annum
- Salary period
- Yearly
- Closing
- 26/06/2025 23:59
Employer heading
Ward Operational Coordinator - Acute Medical Unit
Band 4
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
We are looking for a highly motivated individual to work with the existing teams on AMU. AMU is a 42 bedded unit with 92 nursing staff. 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/Senior Sisters, 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/Senior Sister 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 within the office on this busy and fast paced unit.
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.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective, Inclusive and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
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 Sisters, 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 Managers/Clinical Sisters 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 Sister. 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 Sister 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 Sister 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 Sisters to allocate a mentor/preceptor.
Generate change forms and termination forms and submit to the Ward Manager/ Clinical Sister 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 Sisters 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.
Person specification
Qualifications
Essential criteria
- NVQ Level III in Business Administration or a willingness to undertake
- Good standard of general education (4 GCSEs or equivalent), including Maths and English language
- Evidence of ongoing professional development
Desirable criteria
- Diploma in administrative practice or business management
Experience
Essential criteria
- Previous experience of working in a clerical/administration post
Desirable criteria
- Previous experience of working within the NHS
Skills
Essential criteria
- Good interpersonal, negotiation, verbal and written communication skills
- Excellent IT skills and experience in the use of Microsoft Office, including Word, PowerPoint, Outlook and Excel, and other databases
- Sound personal management skills – prioritising, planning, organisational, time management and problem solving
- Excellent customer service skills
- Understand issues related to and be able to maintain confidentiality
Personal Qualities
Essential criteria
- Ability to work effectively as part of a team, although can work independently
- Ability to deal with unpredictable workload and frequent interruptions
- Tactful and diplomatic
- Adaptable and flexible
- Ability to operate a bring forward system and follow up action points from meetings
Other
Essential criteria
- Flexibility to work in other areas when required
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Natalie Cannon
- Job title
- Senior Sister
- Email address
- [email protected]
- Telephone number
- 01926495321
- Additional information
Ext 4794
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