We are now seeking an enthusiastic and motivated Administrator to join our HR Department.
The main responsibility of this role is to support the Resources Officer to ensure efficient and effective clinical resource administration across all 3 Oxford sites, making sure that all sites are adequately resourced and working within safe parameters.
Main duties of the job
You will support administration for the weekly clinical rota and implement it for all sites, according to the clinical rota protocol and agreed organisational targets.
You will add sessions (appointment templates) to Hedenas clinical diary (EMIS) and ensure that rota and EMIS diaries are accurate.
The successful candidates will have excellent IT skills (particularly Excel). Familiarity with IT systems such as EMIS would be desirable.
You will need to be comfortable with changing circumstances, display a compassionate nature, and be able to provide exceptional customer service.
Prior NHS experience is not essential but would be advantageous. Benefits include 5 weeks annual leave and NHS Pension Scheme.
About us
Are you looking to join a progressive, thriving organisation at the forefront of providing high-quality patient-centric care in Oxford?
Would you like to work for an organisation that genuinely cares for its staff as well as its patients?
With 26,000 patients, Hedena Health is one of Oxford's largest providers of Primary Healthcare services. From 3 sites in the Headington area, we run team-based care to ensure the best for our patients.
Work-life balance is incredibly important to us. We are a training practice and therefore focus on teamwork and training, with a monthly half-day training curriculum and an annual staff Away Day, often focusing on wellbeing. As well as providing fresh fruit for staff, homemade cakes and goodies are a staple in our staff room! In our recent employee satisfaction survey, 95% of respondents agreed that Hedena is a great place to work!
We are now seeking an enthusiastic and motivated Administrator to join our HR Department.
Job responsibilities
Clinical Resources & HR
* Ensure efficient and effective clinical resource administration across all Oxford sites, making sure that all sites are adequately resourced and working within safe parameters.
* Create the clinical weekly rota, using the Omni HR rota system.
* Implement the clinical resources rota for both sites, according to the clinical rota protocol and organisation targets. Add sessions (appointment templates) to Hedenas clinical diary (EMIS) and ensure that the Omni rota and EMIS diaries are accurate.
* Maintain clinical leave records and help ensure the sites are safely staffed during leave.
* Implement resourcing plans for centre closures due to training or meetings.
* Implement the Enhanced Access plan rota, ensuring staff are rotaed in and Enhanced Access hours are filled each week.
* Maintain leave records and a leave planner for all staff, accessible via our rota system (Omni HR), including additional hours worked recorded as time in lieu or paid via payroll adjustments.
* Ensure all Rota protocols are up to date on Practice Index and Clinical resourcing pages, removing outdated policies.
* Update appointment numbers and reporting.
IM&T
* Basic network housekeeping.
General Administrative Duties
* Provide general administration support for the HR Manager as required.
* Approve and authorise clinical timesheets, ensuring correct budget codes.
Meetings
* Attend regular team meetings and deliver reports to colleagues as required.
* Attend other meetings as required.
Health and Safety
* Use appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards.
* Carry out any other tasks reasonably delegated by the HR or Practice Manager.
Person Specification
Qualifications
* Evidence of ongoing self-development.
* Highly literate and numerate with excellent attention to detail.
* Ability to establish, build, and maintain successful professional partnerships with the team and third parties, enhancing the credibility of the HR & Resourcing service.
* Excellent verbal and written communication skills, capable of conveying complex information clearly.
* Strong IT skills (Microsoft Word, Excel, data management).
* Adaptable and comfortable with change.
* Strong team working skills.
* Excellent organisation and planning skills, able to meet changing priorities and deadlines.
* Capable of handling unexpected situations and providing solutions.
* Ability to complete tasks to a high standard with minimal supervision.
* Flexible, adaptable, and able to make good decisions under pressure.
* Ability to work collaboratively and build good relationships, with excellent negotiation skills.
* Ability to cope under pressure with a varied workload.
* Primary care experience in a similar role.
* Previous experience with an online rota system.
Experience
* N/A
* Experience of Recruitment/Resourcing.
* Experience working in a multi-site environment.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a DBS check is required to verify any previous criminal convictions.
#J-18808-Ljbffr