Job overview
The Administrative Team Leader provides leadership and coordination of the Trauma & Orthopaedics administrative and secretarial services across Stoke Mandeville and Wycombe Hospitals.
The role is pivotal to safe clinical service delivery through effective management of medical rotas, ensuring compliant and robust staffing for junior doctors and consultants.
The post holder line-manages the admin team, supports workforce planning, reduces reliance on locums, and works closely with clinical, HR, and managerial colleagues to maintain patient safety, operational efficiency, and high-quality care.
We are looking for an experienced Rota Manager and Administrator who will Team Lead the administration and clerical teams as well as deputise for the Service Manager.
This is an exciting and varied role, within on of the biggest and fast-paced departments.
Main duties of the job
1. To ensure the operation of an efficient and effective secretarial service that meets the needs of the department. Responsible for the planning of secretarial services to ensure service needs are met and ensuring the development of a cohesive service.
2. To be responsible for the secretarial support across the service and to the Consultant, including responsibility for a specific clinical workload.
3. Responsible for liaising with the Medway Corporate Applications team to escalate all clinic build issues; completing change forms, co-ordinating clinic change, overseeing patient reschedules and communicating change to all relevant staff in the service.
4. Assist in the induction of new consultants and junior medical staff; co-ordination of initial induction, requesting all IT access, and providing training in systems as required.
5. To participate in the recruitment and selection process for the admin team, liaising with the General manager and HR on the appointment of staff from vacancy notification to start date.
6. To take responsibility for the induction, training and ongoing support of new team members.
7. To monitor and maintain records of sickness and annual leave for staff within the admin team.
8. Coordinate and manage junior doctor and consultant rotas using Medirota to ensure safe, compliant medical staffing
9. Identify and resolve rota gaps, minimising reliance on locum and agency staff and controlling costs
10. Support induction, onboarding and ongoing wellbeing of medical staff
Working for our organisation
Listen to why colleagues think we are a great place to work! -
What does Buckinghamshire Healthcare NHS Trust offer you?
11. As part of our BHT family, you’ll benefit from learning and development opportunities to support your career progression.
12. We offer flexible and agile working opportunities, alongside your NHS benefits of generous annual leave entitlement, pension and access to NHS discount schemes.
13. We provide a range of health and wellbeing services to promote a healthy, happy workforce.
Why work for us?
14. We’re committed to promoting inclusion and making sure all colleagues feel they belong. We encourage new colleagues from a diverse range of backgrounds to apply.
15. As an employer, we aim to create a workplace where differences are valued and colleagues treat one another with dignity and respect.
16. Greater diversity within our BHT family improves positive outcomes for the people and communities we serve.
17. A keen supporter of the Armed Forces Community who know the value of employing a service leaver/veteran and their families.
What do we stand for?
18. Our vision is to provide outstanding care, support healthy communities and be a great place to work.
19. Our mission is to provide personal and compassionate care every time.
20. Our care values are collaborate, aspire, respect and enable.
Person specification
EDUCATION, QUALIFICATIONS & TRAINING
Essential criteria
21. General education to ‘A’ level or equivalent
22. Evidence of continued personal development
Desirable criteria
23. Degree or equivalent experience
24. Knowledge of medical terminology is a distinct advantage
EXPERIENCE
Essential criteria
25. Sound experience in NHS administration
Desirable criteria
26. Proven experience at supervisory/management level
SKILLS, ABILITIES & KNOWLEDGE
Essential criteria
27. Good knowledge of NHS performance targets
28. Ability to prioritise and allocate workloads
29. Excellent oral and written communications skills, including numeracy
30. Good working knowledge of Microsoft packages and computer databases
31. Accurate keyboard and audiotyping skills
32. Ability to problem solve at local level
33. Positive and flexible approach to work
34. Good time management
35. Good attention to detail
36. Professional appearance and manner
37. Good knowledge of medical terminology
38. Good knowledge of HR working practices
39. Ability to act independently and use initiative
Desirable criteria
40. Good knowledge of legislation regarding data protection and confidentiality
SPECIAL CIRCUMSTANCES
Essential criteria
41. Ability and willingness to travel between Trust sites.
PPE requirements: Buckinghamshire Healthcare NHS Trust requires all colleagues to wear appropriate personal protective equipment (PPE) in accordance with our infection prevention and control procedures.
COVID-19 and Flu vaccinations remain the best way to protect yourself, your family, your colleagues and of course our patients from the viruses when working in our healthcare settings. We encourage our staff to be vaccinated when recommended.
Application deadline: This post will close on the closing date stated at midnight, however if we receive a large number of applications or there is a change in circumstance, we may be required to close a job before the advertised date.
Application information: If you are offered a job, information will be transferred into the national NHS Electronic Staff Records (ESR) system.
Shortlisting: The monitoring and safeguarding sections are not made visible to the shortlisting panel. The safeguarding section may be made visible to the interview panel, dependent on the role being recruited into.
Travel expenses: It is Trust policy that travel expenses for interviews will not be reimbursed.
Smoking: All Trust sites are NO SMOKING. Smoking in all areas of the buildings and premises is prohibited.
Employer certification / accreditation badges