Workforce Admin

DHU Health Care LLR Job description and person specification Job description Job Title: Workforce Administrator Base: Anstey Frith House Leicester Accountable to: Operational Manager Operations LLR Responsible to: Workforce Manager JOB SUMMARY The post holder will be part of a team based in Anstey Frith House, Leicester. The post holder will participate in maintaining a centralised rota management (rotamaster) system for the operational purpose and provide an administrative service to support service delivery. Computer systems will be used to capture rota information. The Workforce Administrator will be part of a multi-professional / skilled team including medical, clinical and support staff providing accessible services to the population across Leicester, Leicestershire & Rutland.

A commitment to a quality service and excellence in all that DHU Health Care CIC undertakes are integral to the role and the development of the service. It may be necessary to undertake rota administration duties at any site, within DHU. The post holder will participate in promoting and advancing DHU Health Care CIC. Key responsibilities Rotas Pro-actively ensure that staffing requirements within DHU Operations and Clinical Services are met by maintaining an effective / efficient rota system.

Perform any administrative tasks supporting the creating, collation and completion of rotas within DHU, as required. Communicate efficiently with all personnel covered by the rota system to ensure clarity of working times and arrangements, in order to maintain financial viability of service. Assisting with the maintenance of a centralised rota/staff database to facilitate joined up working with other departments within DHU i.e. finance, human resources etc.

Provide detailed and accurate management information from the rota/staff databases, when requested. Maintain/update the rota website and upload details on a daily basis to ensure efficiency of service is maintained. Ensure that the appointment systems for the DHU bases and peripherals are maintained and kept up to date. Notify Workforce Manager of any efficiency that could be made within the provision of service to facilitate quality improvement within the organisation.

Deal appropriately with instructions and queries from surgery staff, clinicians and outside agencies and escalate to management where appropriate. Accurately record leave and sickness on the database in order to provide information to support the human resource and finance departments and make the need for manual timesheets obsolete. Liaise pro-actively with appropriate DHU management regarding problems filling / covering the rotas and assist in finding solutions. Assist the Workforce Manager with the administration of additional tasks.

Be aware, at all times, of the financial impact of over resourcing and the operational effect to patients and staff of under resourcing and assist the Workforce Manager in maintaining the correct balance between the two. General Duties Perform general administrative and clerical duties and maintain manual/computerised records as required by management. Adhere to all procedures, protocols and other relevant memorandum as appropriate. Provide assistance to new members of staff to ensure the maintenance of a high quality service.

Attend training and meetings as and when required to do so by Management. Maintain strict confidentiality in relation to all issues concerned within the service and adhere to the requirements of the Data Protection Act 1984. Provide cover for sickness, bank holidays, annual leave, etc for any associated member of staff, as requested. Adhere to Health and Safety Policy.

Communicate outstanding issues to your manager or senior co-ordinator before going off duty. Notify Line Manager/s immediately of any circumstances which may affect the provision of a high quality service. Maintain a tidy work environment at all times. Organise and prioritise effectively own work schedule and work with minimum supervision.

Answering all calls in a timely, efficient and courteous manner. Keeping our patients, the public and ourselves safe and well is part of every role in DHU. To maintain high levels of safety all staff are encouraged to openly report incidents and any risk identified in Datix or where not possible to use Datix to report through the Shift report. Communications and Working Relationships Staff within DHU Health Care CIC, related organisations and local GP surgeries.

It is expected that this post holder will work flexibly according to the needs of the service. This job description is not exhaustive and it is expected that the post holder will be flexible in their approach, and undertake any reasonable duties as requested by Management / Directors. Values, behaviours and principles We are always: Compassionate we show kindness, consideration and understanding in everything we do and demonstrate our caring nature to our patient, people and communities Accomplished w