Ward Clerk

Job overview

This is an exciting opportunity to work in the fast paced Surgery and Anaesthetics (SAS) Division supporting the Operational Management Teams as the SAS Rota Coordinator on a 8 month secondment.

The primary duties of the post holder are to support with rota management, This role will work closely with the Deputy Directorate Manager and Directorate Manager and wider directorate team to ensure that essential staffing provision is provided for the service, raising any concerns to the senior management team.

This will involve close working with both clinicians and administrative staff.

The post holder will also play an integral part in the development of continued workforce improvement programmes supporting the delivery of safe, personal and effective care of services within surgery and anaesthetics and will provide regular review of the effectiveness of these. This will include supporting with development of policies, procedures and monitoring tools for key projects.

Main duties of the job

• · To provide specific support (on the SOS rota ) to the Rota Master(s) in all Directorates.

• · To hold overall responsibility for ensuring that the gaps within rotas are covered appropriately.

· To negotiate with Medical staff to agree cross cover within and between directorates.

· To ensure staff rotas are produced in an accurate manner following guidelines issued from the Deputy or Directorate Manager.

· To liaise with Medical Staffing regarding Locum requests as appropriate and to ensure that the induction process for locum staff is implemented.

· Process documentation and correspondence for Senior and Junior Medical Staff (eg, leave requests, study leave) liaising with DDMs to ensure service continuity is maintained and where necessary Medical Staffing

• · To lead in Directorate Induction Programmes at times of changeover/rotation

• · To liaise with Directorate Educational Leads at time of changeover/rotation

• · Establish and maintain efficient office systems, including filing systems ensuring comprehensive records are maintained throughout for recording medical staff annual leave and sickness absence.

· Identify potential for utilisation of manpower or clinical sessions and work with DDM to maximise these resources liaising with nursing staff and other departments

· Have knowledge of SOS rota and provide and receive reciprocal cover in times of annual leave.

Working for our organisation

We are an Equal Opportunities employer and will do all we can to make sure that job applicants and employees do not receive less favourable treatment because of their age, sex, marital status, faith, race, disability or sexual orientation, or for any other reason that is not justified.

In accordance with the Health and Safety at Work Act 1974, and other supplementary legislation, all employees are required to follow Trust Health and Safety policies and safe working procedures, take reasonable care to avoid injury during the course of their work, and co-operate with the Trust and others in meeting statutory requirements.

All employees must comply with Prevention and Control of Infection polices and attend any related mandatory training.

The Trust attaches great importance to Sustainability and Corporate Social Responsibility. It is the responsibility of all members of staff to ensure that the Trust’s resources are used efficiently with minimum wastage throughout their daily activities

Detailed job description and main responsibilities

To ensure that correct rota information is delivered to reflect standards of compliance required for data protection, quality, system security policies, procedures and guidelines.

Cover colleagues as required & deputise for Manager in their absence

Participate in HR processes - sickness absence monitoring/PDR’s/authorisation of annual leave/departmental rotas

Please see job description and person specification for further details.

Person specification Knowledge and Experience Essential criteria

• Extensive knowledge and experience of Senior Administrative procedures and practices
• GCSE level 4 or above or equivalent level of skills in English Language and Maths
• Experience OR demonstratable understanding of rota management
• Experience of Leading an administration team working in a customer facing role
• Experience of working on own initiative.

Desirable criteria

• Previous NHS/ Healthcare experience
• Knowledge of European Working Time Directive
• Experience of Rota Design

Skills Essential criteria

• Clear and accurate written and verbal communication
• Negotiation and influencing skills
• Proven ability to keep information confidential
• Proven ability to work in a team & is supportive of team members
• Listening Skills

Desirable criteria

• Demonstrable Problem Solving Ability

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