Rostering & Administration Co-ordinator - Band 4

1 week ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

The post holder will support the General Manager and Assistant General Managers to deliver service and Trust wide objectives and will perform day to day administrative tasks, as agreed, to ensure the efficient and effective management of the anaesthetic service. This will include the delegated of some tasks and the supervision, training and line management of other administration staff when required.

The post holder will be expected to contribute towards shared team decision making and to actively engage with changes that are required within the service as appropriate within job role.

To ensure the efficient and effective management and co-ordination of the Anaesthetic Department electronic rosters for all Consultant and Specialty Anaesthetists, ensuring that they are written, maintained and updated in line with the departmental and GHT policies.

The post holder will have no direct budget responsibilities but will be required to adjust and authorise shifts, on-calls and authorised absences within agreed processes and under the direction of the Specialty Director, General Manager and Assistant General Managers. Whilst this post holder will be responsible for the anaesthetic roster, the Specialty Director or designated Consultant holds accountability for safe staffing levels on a daily basis.

The post holder will support the Anaesthetic Management team with other administrative tasks to support to delivery of departmental and trust objectives. This includes line management of Band 3 administration personnel within the department. There will be a requirement to work with autonomy, often without direct supervision, to provide administrative support to the whole of the anaesthetic team.

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

Knowledge, skills and experience;

Significant administration experience, within a health care setting, with knowledge of electronic patient systems.

Ability to communicate verbal and written information clearly and concisely

Excellent communication, negotiation and interpersonal skills for communicating with all staff groups and grades both within and external to the organisation

Excellent organisational skills with ability to prioritise own workload in a methodical and structured way, meeting deadlines as required

Ability to work flexibly within a team, to coordinate and delegate work effectively and in a manner that demonstrates kindness and care towards others.

Ability to work independently and to use own judgement and initiative

Ability to train and supervise administration staff and others as appropriate

Working knowledge of electronic staff roster systems or transferrable knowledge and experience that enables this skill to be developed to a high level.

An understanding of basic medical terminology

An ability to follow guidelines relating to the allocation of trainee Doctors to appropriate lists.

A working knowledge of confidentiality and information governance with ability to use discretion, undertaking tasks that may include confidential and sometimes distressing information.

Key Result Areas

Produce quality rosters, in a timely manner, to balance medical staffing numbers across the anaesthetic service, making best use of staffing resource available

Ensure the anaesthetic roster supports planned theatre lists and liaise with the theatre scheduling team when required.

Seek to provide cover for additional agreed lists in line with departmental process.

Ensure that all on-calls are sufficiently covered, using own initiative to make changes whilst escalating appropriately when unable to resolve.

Use knowledge and expertise of managing rosters to identify problems and use own initiative to deliver solutions to overcome within agreed process

Make any adjustments to individual rosters, in relation to any changed consultant job plans, in line with agreed management processes

Adjust consultant FIY totals on CLW according to departmental SOP as required.

Process claims forms for additional sessions or study leave in line with departmental process and authorisation agreements or delegate work as appropriate.

Oversee the allocation of trainees to suitable lists, taking into account their training requirements, suitable solo lists, keeping novices with their education supervisor and allocated consultant groups.

Authorise annual leave when writing the Anaesthetic roster within agreed departmental procedures that reflect Trust policy

Work cohesively with o

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