Main area: Administration | Grade: NHS AfC: Band 4 | Contract: Fixed term, 12 months (Mon - Fri, rostered weekends) | Hours: Full time - 37.5 hours per week | Job ref: 216-LH-M7014953
Employer: University Hospitals Plymouth NHS Trust | Employer type: NHS | Site: Derriford Hospital | Town: Plymouth | Salary: £26,530 - £29,114 per annum | Salary period: Yearly | Closing date: 21/05/2025 23:59
NHS AfC: Band 4
Job overview
* This post will be responsible for the day-to-day management of staffing rotas.
* Ensure excellent planning, negotiating, and organization to provide adequate staffing cover, including staff with external contractual commitments.
* Maintain security and confidentiality of all information.
* Provide appropriate training to endoscopy administrative staff using the training competency framework, in line with Trust policies.
* Preference will be given to internal Trust staff, 'Priority', 'At Risk', and NHS At Risk staff across Devon with relevant experience as per the Person Specification.
Main duties of the job
* Complete the 6/4/2 meetings for room bookings.
* Proactively plan rotas, liaising with clinicians, junior doctors, and managers.
* Update scheduler and complete rotas for endoscopy procedure rooms.
* Attend meetings with teams and clinicians.
* Provide training for administrative staff on local systems.
* Ensure compliance with local administration policies.
* Develop and deliver induction and development programs for new staff.
* Stay updated on policies and disseminate information appropriately.
Working for our organisation
We value every staff member and focus on patient-centered care. Joining us offers career development opportunities in a progressive environment. We support flexible working and encourage diversity. Please check your email regularly for communication. For support, contact the recruitment team at 01752 432100. We consider requests for part-time or flexible working and welcome applicants from diverse backgrounds. Vacancies may close early; if you haven't heard within 4 weeks of closing, please assume you were not shortlisted.
Detailed job description and main responsibilities
ROTA
* Manage endoscopy rota/room allocation and keep accurate records.
* Organize cover for nurse endoscopists’ annual leave.
* Allocate lists for clinical endoscopists following guidelines.
* Address day-to-day issues such as sickness by contacting staff directly.
* Coordinate with endoscopists for session cover and escalate capacity issues.
* Monitor and balance inpatient and outpatient list allocations.
* Collaborate with admin and support managers.
* Load and update rotas on Scheduler and spreadsheets.
* Review weekly rota accuracy and update leads on discrepancies.
* Manage pre-assessment clinics and trainee rotas.
* Report and resolve data inaccuracies.
* Ensure understanding and compliance with data protection and patient information systems.
Person specification
Qualifications
* Proven evidence of ongoing professional development.
Knowledge & Experience
* Proficiency with office software (Excel, Word, Teams, PowerPoint).
* Strong communication and interpersonal skills.
* Experience in an office or secretarial/administration role.
* Experience within an NHS hospital environment.
* Experience in quality or non-patient-facing administration roles.
Aptitude and Abilities
* Effective communication skills, both written and verbal.
* Ability to analyze data for patterns and trends.
* Interpersonal skills and attention to detail.
* Understanding of confidentiality importance.
Please ensure to check your email regularly, including junk folders. For application support or reasonable adjustments, contact the recruiting manager. We support flexible working requests and encourage diversity. Note that vacancies may close early; if you haven't heard within 4 weeks, assume non-shortlisting. Providing false information is an offence and may result in application rejection or dismissal. Acceptance of the position allows staff health checks through automated data sharing with previous employers.
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