Resource Administrator

3 days ago

Uxbridge, United Kingdom Practice Plus Group Full time

Are you an **experienced administrator**, looking for a new challenge?

Practice Plus Group are searching for an **organised administrator** with a keen eye for detail to join our busy London out of Hours service delivering innovative Integrated Urgent Care.

You will be responsible for **creating accurate rotas** ensuring that all areas of the service are covered by both clinicians and operational staff. You will be **essential in arranging shifts for bank and locum staff** using shift pattern information. The successful person will need to be able to **adapt to last minute changes** requiring immediate cover as well as arranging rotas on a long term basis.

Not only working with current staff, you will also be the first **contact for new staff joining the service**. You will be **arranging training, inductions** and collecting any outstanding documentation needed before their first shift.

Alongside your administrative duties, you will be reporting any queries and problems that arise, assisting in investigations where necessary. You will need to report on shortages to rotas, noting any trends in staff availability such as late arrivals or non-attendance.

**Work patterns for this role are Tuesday - Saturday.**

**Roles and Responsibilities**

**Telephony and Administration**
- To be the first point of call for administration and rota telephone lines 08.00- 18.00hrs and to transfer the call as appropriate.
- To record full and accurate details when taking messages on the telephone and pass onto the relevant members of staff.
- To record full and accurate details when taking messages from clinicians regarding shift allocations, cancellations etc. and update rota master
- To assist with the patient facing message handling lines during the hours of 08.00- 18.00hrs
- To record full and accurate details on Adastra when taking message handling calls and pass to the designated GP on-call or surgery when required
- To assist in the handover from the overnight co-ordinator and follow up with any referrals back to the in-hours GP practice
- To ensure that any feedback received from patients are appropriately entered into the patient survey portal and/ or recorded on the feedback form for follow up by the complaints co-ordinator

Daily Administration tasks
- To monitor NHS mailbox and follow Post Event Message procedure to ensure that the record is safely re-issued and received by the appropriate GP practice of the patient
- To monitor NHS mailbox for list of all safeguarding patients and ensure that these are updated on Adastra with special patient notes, flags and alerts
- To monitor and check for any referrals from the OOH clinicians from the previous day and follow up with correct social services team and log Datix incident
- To ensure that the safeguarding assurance log is updated and ensure that all contact details for the relevant teams are kept up to date
- To ensure that all OOH paperwork from the previous day/ weekend are followed up and filled and in line with records management
- To ensure that all communication from GP practices in relation to message handling/ half day cover requests is appropriately updated on adastra systems and logged on database for billing purposes
- To participate in running of daily reports including NQRs, sample report to send to patients for feedback and clinical participation reports as required

**Reporting Administration**
- To run monthly Audits for working clinicians and send feedback letters

**About You**

You will be an experienced administrator who is confident with rotas or similar coordination duties. You will have a keen eye for detail and pride yourself on your accuracy. As sudden rota changes may arise, you will also have an organised approach to working and prioritising.

The role would require building a rapport with staff and managers alike, and as such you will have exceptional communication and influencing skills.

**Skills and Abilities Required**
- Essential IT skills Word, Excell & Outlook
- Sound working knowledge of Adastra, NQR database, Agresso, Datix, Rota Master
- Good organisational skills
- Excellent Communication skills
- Good telephone manner with clear speaking
- Willingness to undertake a variety of duties and learn new skills

**About Us**

Practice Plus Group is passionate about great healthcare. We believe that anyone should be able to access excellent care, whether via the NHS or privately. Our breadth of expertise spans surgery, diagnostics, general practice, offender health and urgent care, with an unrivalled range of different services provided across the country. We’re proud to be at the forefront of developing new and exciting ways to support the nation’s health too, helping patients to maximise their wellbeing and live life to the full.

When you’re part of the Practice Plus Group team, you don’t just have a job. You have a career. We work with you to help you grow in your role and take your career in the direction you want to

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