Anaesthetic Department Administrator

3 months ago


Brighton, United Kingdom University Hospitals Sussex NHS Foundation Trust (279) Full time

Co-organising the complex online weekly rota with the Administration Manager and Rota Master. Planning the rota 6 weeks in advance in order to identify gaps and planning the workforce, ensuring that there is sufficient and appropriate cover of all operating lists. Negotiating with consultants to change shifts or undertake extra shifts, negotiating with temp staffing agencies for locums, booking as necessary. Taking responsibility for ensuring rota is accessible to all relevant departments, clinicians and switchboard.

Ensuring the online rota system is kept up to date at all times, so that accurate data can be collated, and reports can be produced. This includes planned events such as new members of staff, recording leave, updating templates and liaising with theatre managers regarding cancelled lists, and unplanned events such as sickness and on call swaps. Processing and maintaining records of annual & study leave for all consultants and trainees ensuring online system and personal files are updated to facilitate accurate rota preparation. Identifying and discussing any problems with the Administration Manager & Rota Master.

Assisting the Administration Manager with collating monthly sickness reports, any feedback that has submitted about members of the department and updating mandatory training records. Administering anaesthetic review clinics, booking patients into them, maintaining information flow between patients, diagnostic services and consultants. Ensuring accurate processing and coding of claim forms from clinicians for additional operating lists, waiting lists and locum on calls. Maintaining the master file, excel spreadsheets and other systems used for expenditure monitoring by the Clinical Services Manager.

Working with others to ensure all trainee on calls are covered and appropriate locum cover is arranged. This involves liaising with external agencies, getting CVs approved and maintaining the detailed filing system to record booking sheets, invoices and CVs. Ensuring locums obtain ID badges and liaising with the Accommodation office if required. Providing support for key departmental meetings such as QSPE, journal clubs and forum meetings by drafting and circulating agendas, taking minutes and organising venues and hospitality.

Liaising with the chairperson regarding issues that may arise from the meetings. Attending any training courses as appropriate for personal development. Ensuring all departmental staff are aware of Trust events and training appropriate to the department. Ensuring all administrative policies and procedures are adhered to and bought to the attention of all new members of staff.

Where requested, undertaking appropriate training, and acting as a Fire Warden and Risk Assessment Officer for the department. Providing cover at any site where UHSussex has a presence for both planned and unplanned leave. Including cover for Administration Manager during any absence. Undertaking any work, consistent with the administrator role, for other UHSussex departments when requested to do so, including periods spent working within other departments.



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