Ward Manager Assistant

Band 5 Nurse and Band 2 Healthcare Support Worker recruitment is centralised, meaning when you apply you will be considered for a number of roles across the Trust. If you have any questions please email: nursing.careers@ouh.nhs.uk.

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

Job overview

We are seeking a highly organised and proactive Ward Manager Assistant to provide essential administrative and secretarial support to the Ward Managers in our fast-paced Surgical Emergency Unit (SEU). This role involves managing communications, organising meetings, handling confidential documentation, and implementing efficient administrative systems to ensure smooth daily operations.

The ideal candidate will have strong organisational skills, attention to detail, and the ability to work effectively in a dynamic healthcare environment, helping the wards to function efficiently and enabling the Ward Managers to focus on clinical responsibilities.

Main duties of the job

• Representing ward staff or managers at appropriate meetings, reporting back accordingly.
• Manage the administrative process for the recruitment and orientation of new ward staff.
• Keep accurate records of vacancies.
• Establish and maintain professional working relationships with all staff.
• Make changes to e-rostering as required by the Ward Sister.
• Establishing good work relationships with external companies.
• Uploading information on trust intranet and internal shared drives as required.
• Record and respond to all enquiries and requests on behalf of ward managers, and personally act upon when appropriate.
• Meet & greet.
• Provide secretarial support to the ward manager, preparing and keeping his/her diary.
• Ensure all relevant paperwork is available for ward meetings, HR meetings etc. Minute take and record action notes from a variety of meetings as required.
• Ensure there is proper governance for all patient and ward documentation that complies with Trust policies and that it is adhered to.
• Ensure there is a proper system for the collection and storage of Audit and other monitoring and sensitive information, both electronically and paper copies.
• Organize all relevant meetings.
• Prepare and type letters and reports as required.

Person specification

Application

• Application
• Application

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application.

Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks.

No unsolicited recruitment agency telephone calls or emails.

You must have appropriate UK professional registration.

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.