Rota Co-ordinator and HR Assistant

4 weeks ago

Birmingham, United Kingdom NUPAS Ltd Full time

Job Summary The post holder is responsible for the planning, formulation and day-to-day management and operation of rotas, including dealing with changes. The post holder will also work as a key member of the HR Team providing on-boarding services for new NUPAS employees and administrative support to the HR Team. The main areas of responsibility are detailed below. This is an opportunity to work for one of the leading Organisations supporting womens reproductive choices and, as such, it is essential that you feel as passionately about this, and the right to choose, as we do.

1. Rota Co-ordination To plan, formulate and co-ordinate all rotas within NUPAS. To work closely with Regional Managers/ Operations Manager/ Regional Clinical Leads/ Regional Supervisors to ensure all staff skills sets are assessed and monitored in order to deliver a safe efficient service. Have an oversight of all clinics and awareness of staffing requirements when formulating rotas.

Plan rotas, which can be complex, balancing staffing levels with service demand. Identify risks 6-8 weeks in advance & plan for contingency raising to the Regional Managers/ Operations Manager as required. Communicate efficiently with all staff covered by the rota system to ensure the clarity of working arrangements and to maintain operational effectiveness of NUPAS. Develop a clear understanding of RotaMaster.

Contact bank/ agency staff to arrange sessions, ensuring this is done in advance so that rota needs are met. Ensure that all agency staff have completed the necessary checks and competencies and that all necessary documentation is in place including a suitable written agreement with each agency. Maintain accurate and up-to-date records for annual leave, sickness leave, maternity leave etc. and provide data as requested.

This includes regular monitoring to ensure that all required checks are undertaken to include: Professional Registration checks Medical Staff documentation (revalidation, insurance, PPs, appraisals) Driving licences and insurance Maternity Leave Eligibility to Work DBS (3 yearly) 4. Contracts of Employment and Contract Amendments Ensure all employees are issued with a contract of employment when they commence employment with the company in order to meet legal requirements. Ensure any employee changes are completed in a timely manner and the HR database is updated accordingly. This will also include the issuing of a formal contract amendment letter to confirm the change and the amendment to the employees contract.

5. Exit Interview/Leavers Process Ensure all leavers receive a formal letter and are offered the opportunity to complete an exit interview form and/or have the opportunity to have an Exit Interview meeting. Collate all exit interview questionnaires/notes and maintain a database in order that reports can be produced. 6.

Identity Badges Ensure all employees receive an identification badge and new/amended ones are issued as and when required. Ensure all employees sign the formal declaration when issued with a badge and ensure these are placed on the employees personal file. 7. Mandatory Training Ensure all new employees are issued with an e-learning log-in.

Ensure the mandatory training matrix is up-to-date at all times and make changes on the electronic staff file as required. Provide advice and support to all e-learning users All roles will develop and NUPAS may change the role scope in consultation with the post holder.

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