Working as part of the Oxford Critical Care Administration Team, the postholder will be key in the provision of a comprehensive, proactive, effective and efficient administrative function within the Oxford Critical Care Department. This requires the postholder to be adaptable to changing demands, have effective interpersonal, communication and data management skills. This post provides cover primarily for the Oxford Critical Care Unit, located at John Radcliffe Hospital with need for flexibility of attendance Churchill Hospital Intensive Care Unit as required. Responsibilities include, but are not limited to, providing administrative support for medical rota writing, managing personal rota set-up for each staff member, ensuring appropriate administrative support for medical recruitment, collecting data as requested and providing appropriate reports as required., The Administration Team of the Oxford Critical Care service provides comprehensive administrative support to all clinical teams within the department. Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources. The postholder will be responsible for maintenance of medical workforce rota, proactively seeking cover for rota gaps, managing personal rota set-up for staff, assisting with medical recruitment and scheduling interviews as well as interview packs and providing cover for ad-hoc administrative tasks in the office. The role is complex in its nature due to specialised rota, requires attention to detail and ability to forward-plan and confidently communicate with internal and external stakeholders. This role is predominantly based at Oxford Critical Care, Adult Intensive Care Unit within the John Radcliffe Hospital site of the Oxford University Hospitals NHS Foundation Trust. There are times where travel to and working from Churchill Hospital site might be required.
Responsibilities
* Providing administrative support for medical rota writing and managing personal rota set-up for each staff member.
* Managing planned and unplanned absences in line with internal policies and procedures to ensure appropriate cover of the unit.
* Recording, monitoring and regularly reviewing unplanned and planned absences.
* Liaising with Group Leads regarding absence monitoring and management where appropriate.
* Producing rota‑related correspondence and reports, ensuring they comply with Trust templates/standards and are disseminated to the relevant stakeholders.
* Acting as a main contact and channel of communication between users of the service while maintaining a professional, sympathetic manner.
* Dealing appropriately with sensitive and confidential information from the medical team using initiative to direct it appropriately.
* Having an overview of all workflows within the Administration Team.
* Using software such as CLWRota, MediRota and HealthRoster to set up, manage and maintain rotas.
* Liaising with the rota writer and Group Leads to aid with forward planning and facilitating cover in the event of rota gaps, reviewing and actioning changes to the rota and mitigating unplanned rota gaps.
* Assuring administrative support to the Clinical Lead for medical recruitment, taking charge of advertising job posts and supporting the Trust web‑site management.
* Communicating, reviewing and acting on queries from medical staff and escalating when appropriate.
* Being responsible for producing an efficient and effective rota‑management and absence‑management system for the medical workforce in conjunction with wider Trust developments.
* In the event of an administrator's sickness or leave, providing cross‑cover within the team and ensuring administrative tasks are carried out in accordance with agreed procedures, protocols and timescales.
* Ensuring completion of a Disclosure and Barring Service check and facilitating safeguarding procedures when necessary.
Qualifications
Core Qualifications
* Good standard of Education (5 GCSEs or grade C or above/equivalent, including Maths and English).
* Competent use of the MS Office 365 package.
Desirable Criteria
* NVQs in Administration, proven experience within an administrative role.
* Basic understanding of medical terminology.
* Experience working with the general public.
* Evidence of a positive approach to working in complex environments.
* Experience of setting and maintaining work standards.
* Methodical, conscientious and reliable.
* Experience of managing complex staff rotas.
* Experience of managing IT systems and processes.
* Previous NHS experience.
* Experience in using rota systems – i.e. CLWRota, MediRota, HealthRoster.
* Reporting and data analysis skills.
* Experience in using the GoodShape portal and strong computer skills.
* Experience of dealing with tight deadlines and targets.
* Highly organised and able to coordinate and prioritise own workload independently.
* Ability to complete complex tasks simultaneously.
* Professional attitude to work.
* Ability to work effectively as part of a team.
* Ability to compile, review and manage complex rota systems (CLWRota, MediRota, HealthRoster).
* Familiar with unplanned absence monitoring, reporting and managing.
* Ability to communicate with stakeholders at different levels.
* Ability to identify possible issues and seek solutions.
* Ability to understand and process information to aid with schedule, forward planning and organising.
* Excellent telephone manner.
* Ability to deal with sensitive information.
* Ability to cope effectively under pressure.
* Attention to detail.
* Experience of dealing with stressed/upset individuals in an empathetic manner.
* Ability to overcome communication barriers.
* Ability to adapt to rapidly changing demands and expectations.
* Ability to use own initiative and act quickly and decisively.
* Ability to use skills to reach favourable outcomes.
Evidence of interacting with a wide range of people.
* Evidence of mitigating short‑notice staffing issues.
* Evidence of cross‑collaboration with stakeholders at different levels.
The Trust is committed to a safe and respectful working environment, including the Sexual Safety Charter. We pledge zero tolerance for inappropriate sexual behaviour and are a signatory to NHS England's sexual safety charter.
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