Rota and Service Administrator

3 weeks ago

London, United Kingdom Waltham Forest GP Federated Network Full time

**Job Summary**

The post holder will be expected to assist in the smooth running of the clinical services, whilst working closely with the service clinicians and other administrative team members.
- To fully coordinate all clinical and non-clinical rotas whilst also building and managing effective working relationships
- To ensure that resource is effectively planned to the required levels each day. This will primarily be through the management of rotas to ensure these are being run and managed as efficiently and effectively as possible.
- To provide support and a comprehensive administration service for Operational Management.

**Responsibilities**:
1. To provide administrative support to the Clinical and Operational Management Teams.

2. Inputting data onto the computer systems.

3. To communicate and liaise with medical, nursing and non-clinical staff as necessary in the administration of rotas, making adjustments as needed depending on required staffing levels.

4. Identifying, arranging and managing locum cover to cover shift short-falls and seeking approval from Management where necessary.

5. Record all bookings and details of locum/agency bookings for the services on in-house systems/Rotamaster and internal spreadsheets.

6. Make necessary adjustments to working rotas to try and ensure maximum cover from internal resource pool where possible and reducing agency/locum spend.

7. Ensure compliance with local policies and maintain accurate records.

8. Validating all agency invoices to ensure that there are no discrepancies.

9. To ensure the working rotas are kept up to date at all times, ensuring all key staff and external stakeholders are kept informed of any changes.

10. To provide data and necessary reports when required in relation to staffing resource and expenditure within the service.

11. Deal with weekly Rota correspondences to all operating hubs + UCCS - updating with all changes

12. To have a working knowledge of the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerised information system is maintained as requested.

13. Deal with issues that arise appropriately, including enquiries or complaints, ensuring that no issue is inappropriately delayed in being actioned.

14. Ensure good working relationships with all staff within the services, the organisation and all outside agencies.

15. Work closely and support supervisors and create additional rotas when needed

16. Plan and run GP recruitment events

17. Undertake additional duties where appropriate as requested by the Service Manager.

18. To plan and coordinate your workload to ensure all deadlines are met and objectives achieved

19. To maintain good standards of professionalism.

20. To undertake on-going personal development through participation in appraisal and supervision.

21. To attend and participate in relevant training identified through supervision and appraisal.

22. This job description will be reviewed with the Service Manager and Head of Operations as and when necessary, in conjunction with the post holder.

As an employee of the organisation you may be asked to move within other services in response to service needs.

This job description gives a general outline of the post and it is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder.

To be noted:

- This is not an exhaustive list of duties and responsibilities. The post holder may be required to work across the service and to undertake other duties which fall within the grade of the job, in discussion with the manager
- This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
- The post holder is expected to comply with all relevant organisation policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information.

**Health, Safety and Security**
- All employees have a duty to report any accidents, complaints, defects in equipment, near misses and untoward incidents, following company procedure.

**Confidentiality**
- all information relating to patients and staff gained through your employment with the company is confidential.
- It is the responsibility of each member of staff to be aware of and to comply with, the Company Confidentiality Policy, which highlights your responsibilities in respect of service user (patient) confidentiality. Staff who are governed by a professional Code of Conduct are expected to uphold their professional body’s provisions relating to confidentiality.

Any other general requirements as appropriate to the post and the location.

Person Specification

**Qualifications & Training**
- Good general standard of education to GCSE level or equivalent
- Evidence of continuing professional development
- Intermediate

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