Administration Manager

4 weeks ago

Crawley West Sussex, United Kingdom Queen Victoria Hospital NHS Foundation Trust Full time

The post holder will be responsible for overseeing the Medical rota within the Corneo Plastic Surgery department. The post holder will be in constant liaison with both junior and senior medical staff, educational supervisors and clinical teams, and will be responsible for the safe cover of the rotas. Responsible for planning and implementing rotas for Junior Doctors, Registrars and Consultants, identifying gaps in the service and finding appropriate replacements. This requires significant problem solving to manage doctors' rotas to meet the needs of the service and provide safe patient care.


Requirement to work without close supervision of a Manager and able to take and implement actions to ensure safe clinical cover across the rota.


Monitoring the whereabouts of Doctors who may be required urgently due to service needs.


In conjunction with the Service Manager and Clinical Lead, forward planning for the Corneo Plastic surgery directorate to ensure posts have been filled for the year, coordinating adverts, job descriptions and interview panels with Medical staffing when required.


Identify in advance Locum requirements, checking CV's and identifying/locating appropriate consultant to review and approve. Ensuring that all locum and agency posts are uploaded onto the relevant IT system, chasing where required for the shifts to be authorised by a senior manager.


Articulating risks to safe delivery of service, in adequate time and in line with the Trust policies.


Maintain confidential record of all Doctors in the business unit including contact numbers and mobile numbers.


Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.


Everything we do is informed by our passion for providing the highest quality care and the best clinical outcomes.


At QVH we are proud of our achievements and our specialist services continue to record excellent clinical outcomes for patients. We regularly receive excellent results from patient satisfaction surveys and on average 98% of inpatients say they would recommend the hospital to their family or friends.


We are fully committed to training and development of the workforce with support for continuing education and learning.
Responsible for planning and implementing rotas for Junior Doctors, Registrars and Consultants, identifying gaps in the service and finding appropriate replacements. This requires significant problem solving to juggle doctors rotas to meet the needs of the service and provide safe patient care.


Requirement to work without close supervision of a Manager and able to take and implement actions to ensure safe clinical cover across the rota.


Monitoring the whereabouts of Doctors who may be required urgently due to service needs.


In conjunction with Medical Staffing, forward planning for the Plastic surgery business unit to ensure posts have been filled for the year, coordinating adverts, job descriptions and interview panels with Medical staffing when required.


Identify in advance Locum requirements, checking CVs and identifying/locating appropriate consultant to review and approve. Ensuring that all locum and agency posts are uploaded onto the relevant IT system, chasing where required for the shifts to be authorised by a senior manager.


Articulating risks to safe delivery of service, in adequate time and in line with the Trust policies.


Maintain confidential record of all Doctors in the business unit including contact numbers and mobile numbers.


In conjunction with medical staffing, be responsible for ensuring a robust Induction Pack for new Doctors within the Division. This includes details of all emergency duty arrangements, half day arrangement, rotas and team structures, teaching dates and programme, Bleep Instructions, Contact of On Call manager, Hospital policies and other items that will ensure a smooth pathway into the plastics business unit.


Be responsible for arranging access to IT systems, bleeps, rotas, contact lists for all new Doctors joining the Business Unit.


To use initiative to cover rota gaps at short notice.


To provide advice and support to Doctors within the Business Unit.


Responsible for implementation of any Trust wide policies that effect Doctors within the Business Unit.


Responsible for investigating, escalating and agreeing Exception Reports submitted by junior doctors.


Management/approval of annual leave requests.


Receiving and communicating complex information about workload of Speciality teams and use own initiative to move Doctors across Specialities to ensure a safe level of cover across the Business Unit.


Maintain knowledge of Doctors working outside of the Trust who can be available to work on a locum basis.


Work independently to identify Doctors who could be appointed to semi-permanent positions and advise/liaise with Medical Staffing and Consultants.


Providing a point of contact for Doctors concerns, performance and support of their colleagues. Have an excellent working knowledge of European Working Time Directives and be responsible for twice yearly monitoring of this for all grades.


To have strong working relationships with Medical Secretaries, Service Coordinators and Business Manager.


Assist the plastics service coordinators as required in the operational delivery of the plastics service. Assisting with the coordination and planning of waiting list initiatives
Deal with all telephone enquiries from General Practitioners, other Consultants and patients courteously and promptly and respond sympathetically to individual needs
Monitor and analyse locum and additional hours costs, demonstrating appropriate financial control and escalating issues to Business Unit manager
Identify cover for sickness absence and annual leave
To work collaboratively with the medical, clinical and other Service Managers as a member of a trust-wide team
To provide administrative cover where necessary and as required within the Plastics Business Unit
To work on projects as necessary within the Business Unit under the direction of the Service Coordinators and Business Unit Manager, proposing changes and improvements to the service as appropriate
Produce template on call rotas when required and ensure EWTD compliant
Report all incidents and near misses that you are aware of as per policy
Support junior doctors appropriately in managing and dealing with complaints/concerns to ensure rapid resolution

Educated to Degree level, or NVQ Level 4 in Business Administration or able to demonstrate specialist knowledge within this field through practical experience


Significant administration experience in a healthcare environment
Experience dealing with medical staffing rotas

Queen Victoria Hospital NHS Foundation Trust

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