Rostering and Administration Coordinator
1 week ago
We are seeking a highly skilled and experienced Rostering and Administration Coordinator to join our team at Gloucestershire Hospitals NHS Foundation Trust. As a key member of our Anaesthetic Department, you will play a vital role in ensuring the smooth operation of our medical rosters and administrative tasks.
Key Responsibilities- Produce high-quality rosters that balance medical staffing numbers across the anaesthetic service, making best use of available resources.
- Ensure the anaesthetic roster supports planned theatre lists and liaise with the theatre scheduling team to provide cover for additional agreed lists.
- Manage on-calls, using your initiative to make changes and escalating appropriately when unable to resolve.
- Adjust consultant FIY totals on CLW according to departmental SOP as required.
- Process claims forms for additional sessions or study leave in line with departmental process and authorisation agreements.
- Oversee the allocation of trainees to suitable lists, taking into account their training requirements and suitable solo lists.
- Authorise annual leave when writing the Anaesthetic roster within agreed departmental procedures.
- Work cohesively with other members of the anaesthetic management and administration team, handing over relevant information or tasks to maintain accurate electronic rosters.
- Monitor the anaesthetic admin e-mail in-box for rostering and annual leave requests, filtering requests and agreeing annual leave and shift changes within departmental standard operating procedures.
- Act as the first point of contact for staff users, dealing with telephone, e-mail, and written communications for anaesthetic rostering, resolving day-to-day rostering issues efficiently and effectively.
- Oversee or undertake the arrangement of cover for private patients on the NHS lists and maintain records, liaising with consultants to ensure they have sufficient credit to cover cases.
- Provide administrative support to the Specialty Director, Clinical anaesthetic leads, and managerial staff as appropriate and proportionate to other key roles and responsibilities.
- Assist staff with resolution of payroll queries or escalate payroll issues as appropriate.
- Ensure new medical staff for anaesthetics are correctly set up on the electronic rostering system and that staff leaving are removed from the rota.
- Attend electronic roster training as deemed necessary to maintain the appropriate skills required for the role.
- Utilise roster reports, as agreed and appropriate to role, in order to support the effective delivery of anaesthetic service.
- Supervise and provide day-to-day support to more junior anaesthetic administration staff.
- Monitor and authorise annual leave for administration staff as appropriate and agreed.
- Contribute towards the recruitment and retention of anaesthetic administration staff as appropriate.
- Utilise the procurement process to order and receipt goods as required.
- Computer literacy, to include Microsoft Office packages word and excel.
- Significant administration experience within a healthcare environment, preferably NHS.
- Experience of working cohesively within a team.
- Previous experience of managing complex electronic rosters (desirable).
The post holder will be expected to sit predominantly at a desk but have frequent interruptions, with the need to move around the department and to other departments when required. Continuous use of VDU equipment that requires a high standard of speed and accuracy utilising excellent keyboard skills/inputting of information, including complex medical rosters. High levels of concentration are required in an environment with frequent interruptions either by telephone or face-to-face contacts.
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