Workforce Coordinator

7 months ago

Middlesbrough, United Kingdom ELM Alliance LTD Full time

JOB SUMMARY The post holder is responsible for the efficient and effective operation of the clinical workforce scheduling system, including responding to requests for leave from clinical colleagues, preparation and organisation of the workforce rotas, and dealing with requests for changes. The Workforce Co-ordinator also works as part of the Administration Team, which provides the back office support for the federation. The team work together to ensure that tasks are carried out to the required deadlines; to support patient care. The team has to respond to circumstances and a positive and flexible approach is required.

The post holder organises their work and manages their time effectively to ensure that all tasks are completed within the required timescales. Working hours: Monday to Friday 5 days a week with the flexibility to work some of those hours during service operational hours as required. Salary: £24,000-£25,500 (depending on experience) JOB DESCRIPTION - Duties and Responsibilities Following Federation policies, protocols and guidelines, duties will include: Clinical scheduling and appointments Administer record and respond to requests for leave from clinicians, within federation policy, referring on any queries to the relevant clinical lead. Maintain accurate and up-to-date records for clinicians annual leave, sickness leave, maternity leave etc and provide data as requested to payroll.

Prepare clinical rotas in accordance with policy and ensuring all service needs are met. Liaise with clinical leads where necessary to address any problems. Communicate efficiently with all personnel covered by the rota system to ensure the clarity of working arrangements and to maintain operational effectiveness of the federation. Cancel and re-arrange clinical sessions when necessary, contacting patients as required to re-arrange their appointments.

Contact locums to arrange sessions, ensuring this is done in advance so that federation needs are met. Working with HR to ensure that all individual locums have signed an up-to-date federation contract and provided all necessary documents and that there is a suitable written agreement in place with each locum agency. Check locum invoices for accuracy. Prepare timetables for medical students and other learners.

Enter appointment schedules on to the computer system(s), ensuring accuracy and that appointments are available in good time. Amend the rotas and appointments as requested, within policy and ensuring all service requirements are met. Any other duty required to support the effective operation of these systems. Administration duties The primary focus of the role is clinical scheduling and appointments, but the following duties will be required as appropriate.

Keep track of all tasks and ensure they are completed in a timely fashion. Contact patients where required. Carry out audit and collate statistics, as requested, pertaining to the rota and staff. Create standardised invoices and payment requests as required.

Other administrative duties as required. Carry out delegated tasks. Communication and relationships Liaise with members of the Federation, Primary Health Care Team, other NHS organisations and outside agencies as appropriate to the role. Communicate sensitively and effectively with patients and carers, using active listening and adapting communication style and method as necessary to meet their needs.

Participate in meetings as appropriate. Team working Understand own role and scope in the federation. Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner. General: The post holder will: Develop a culture that promotes equality and values diversity.

Ensure the principles of openness, transparency and candour are observed and upheld in all working practices. The post holder will have, or acquire through training provided by the organisation, the appropriate level of safeguarding and knowledge, skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures. Confidentiality All staff and contractors working for the ELM Alliance Ltd have both a common law duty and a statutory duty of confidentiality to protect patient (and indeed any personally identifiable) information and only use it for the purposes for which it was intended. The disclosure and use of confidential patient information needs to be both lawful and ethical.

Information Governance ALL staff must keep up-to-date with the requirements of information governance and must follow ELM Alliance Ltd policies and procedures to ensure that ELM Alliance Ltd information is dealt with legally, securely, efficiently and effectively. Staff must appropriately manage the records they create or hold during the course of their employment with ELM Alliance Ltd, making the records available for sharing in and confidentiality policies, procedures and guidelines (e.g. Freedom o

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