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Anaesthetic Services Scheduling and Administration Officer

2 months ago

Cheltenham, Gloucestershire, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Position Overview

Anaesthetic Services Scheduling and Administration Officer (32 hours per week)

The Anaesthetic Department is seeking a dedicated Scheduling and Administration Officer to collaborate with the existing team member in this role. As an essential contributor, the successful applicant will partner with colleagues to enhance the provision of anaesthetic services throughout the organization. The individual will jointly develop, oversee, and coordinate intricate medical schedules that encompass Theatre, Pre-operative assessment, Critical Care, and Pain service timetables, accommodating various work patterns and on-call duties for staff across all levels, including Consultants, Staff Grades, and Trainee Doctors.

The appointee will assist the General Manager and Assistant General Managers in achieving service and Trust-wide goals while performing daily administrative functions as agreed, ensuring the smooth and effective management of the anaesthetic service. This will involve delegating certain tasks and supervising, training, and managing other administrative personnel as necessary.

The individual will be expected to engage in collaborative team decision-making and actively participate in necessary service changes relevant to their role.

Key Responsibilities

To guarantee the effective management and coordination of the Anaesthetic Department's electronic schedules for all Consultant and Specialty Anaesthetists, ensuring they are created, maintained, and updated in accordance with departmental and organizational policies.

While the appointee will not have direct budget responsibilities, they will be tasked with adjusting and approving shifts, on-call duties, and authorized absences following established processes and under the guidance of the Specialty Director, General Manager, and Assistant General Managers. Although responsible for the anaesthetic schedule, the Specialty Director or designated Consultant retains accountability for daily safe staffing levels.

The individual will support the Anaesthetic Management team with additional administrative tasks to facilitate the achievement of departmental and Trust objectives. This includes overseeing Band 3 administrative staff within the department. The role requires a degree of autonomy, often working without direct supervision, to provide comprehensive administrative support to the entire anaesthetic team.

About Gloucestershire Hospitals NHS Foundation Trust

As the largest employer in the county, Gloucestershire Hospitals NHS Foundation Trust employs over 8,000 staff members, making it one of the largest NHS trusts in the UK. We offer a competitive annual leave package, excellent bank rates, access to the NHS Pension Scheme, discounts at local businesses, and various health and well-being initiatives.

Qualifications and Experience

Essential:

  • Proficient in computer applications, including Microsoft Office (Word, Excel, SharePoint).
  • Extensive administrative experience within a healthcare environment, particularly with electronic patient systems.
  • Strong verbal and written communication skills.
  • Exceptional interpersonal skills for effective communication with diverse staff groups.
  • Excellent organizational abilities with a methodical approach to prioritizing workload and meeting deadlines.
  • Capacity to work collaboratively within a team, coordinating and delegating tasks with empathy and consideration.
  • Ability to work independently, exercising sound judgment and initiative.
  • Experience in training and supervising administrative staff as needed.
  • Familiarity with electronic staff scheduling systems or transferable skills that can be developed to a high standard.
  • Understanding of basic medical terminology.
  • Ability to adhere to guidelines for assigning trainee Doctors to appropriate lists.
  • Knowledge of confidentiality and information governance, with the ability to handle sensitive information discreetly.

Key Result Areas

  • Produce high-quality schedules promptly to balance medical staffing across the anaesthetic service.
  • Ensure the anaesthetic schedule aligns with planned theatre lists and coordinate with the theatre scheduling team for additional cover as needed.
  • Ensure adequate coverage for all on-call duties, utilizing initiative to make adjustments while escalating issues as necessary.
  • Utilize expertise in roster management to identify challenges and implement solutions within established processes.
  • Adjust individual schedules based on changes to consultant job plans in accordance with management protocols.
  • Process claims for additional sessions or study leave following departmental procedures.
  • Oversee the allocation of trainees to suitable lists, considering their training needs and ensuring appropriate supervision.
  • Authorize annual leave while preparing the anaesthetic schedule in line with departmental policies.
  • Collaborate effectively with the anaesthetic management and administration team, ensuring accurate electronic records.
  • Monitor the anaesthetic administration email inbox for scheduling and leave requests, filtering and addressing them according to departmental guidelines.
  • Act as the primary contact for staff inquiries, managing communications related to anaesthetic scheduling.
  • Coordinate cover arrangements for private patients on NHS lists, maintaining accurate records and liaising with consultants.
  • Provide administrative support to the Specialty Director and clinical leads as appropriate.
  • Assist staff with payroll inquiries or escalate issues as necessary.
  • Ensure new medical staff are properly integrated into the electronic scheduling system.
  • Attend training sessions to maintain necessary skills for the role.
  • Utilize roster reports to support effective anaesthetic service delivery.
  • Supervise and support junior administrative staff on a daily basis.
  • Monitor and authorize annual leave for administrative personnel as appropriate.
  • Contribute to the recruitment and retention of anaesthetic administration staff.
  • Utilize procurement processes to order and receive goods as required.
  • Maintain compliance with e-learning and mandatory training requirements.

Communications and Working Relationships

The role involves interaction with various stakeholders, including:

  • Consultants, SAS grade, and trainee anaesthetists
  • Non-anaesthetic consultants and their teams
  • Administration and General Management teams
  • Medical secretaries
  • Nursing staff
  • Theatre management team
  • Health Records staff
  • Patients, relatives, and carers
  • Other healthcare providers
  • Company representatives
  • Procurement and finance teams
  • Conference providers and training leads

Personal Attributes

The role requires:

  • Prolonged concentration when creating and adjusting schedules.
  • Attention to detail and accuracy.
  • Ability to manage pressure to meet scheduling deadlines amidst conflicting priorities.
  • Capability to handle complex information related to electronic scheduling and interpersonal communications.
  • Composure under pressure.

Challenges of the Role

The position entails:

  • Continuous management of a complex and dynamic electronic schedule for anaesthetic medical staff.
  • Maintaining objectivity and fairness in roster management.
  • Assessing, resolving, and referring scheduling inquiries, including managing staff conflicts.
  • Working in a busy environment with frequent interruptions and multitasking demands.
  • Responding to an unpredictable workload with shifting priorities.
  • Daily problem-solving and decision-making.

Physical and Working Conditions

The role primarily involves desk work, with frequent interruptions requiring movement within the department and to other areas as needed. Continuous use of VDU equipment necessitates high-speed and accurate inputting of information, including complex medical schedules. High levels of concentration are essential in an environment with frequent interruptions from telephone and face-to-face interactions. The role also requires planning and balancing changing priorities, along with light physical effort for tasks such as lifting and handling office materials.