Job overview
The opportunity has arisen for an enthusiastic, proactive and positive person to join the General Surgery team as an Admin Team Leader / Rota co-ordinator. The successful candidate will have responsibility for the day-to-day management of the SHO, Registrar and Consultant rotas using the Trust’s electronic rostering software – Medirota.
They will co-ordinate all annual leave and study leave requests ensuring safe staffing levels for each area are maintained, liaising confidently and effectively with clinical staff, managers and the HR team.
The post holder will be responsible for the provision of administrative and operational support to the Service Manager. Responsibilities will include acting as line manager to Medical Secretaries and taking responsibility for locum doctors and patient pathways.
Main duties of the job
1. To have responsibility for the day-to-day management of the rotas ensuring safe staffing levels are maintained and gaps are filled appropriately.
2. You will be responsible to actively deal with rota, personnel and other queries and troubleshoot problems that may arise.
3. Responsible to ensure all changes to the rota are conveyed to the relevant staff member in a timely and efficient manner.
4. Line Management of the team of Secretaries and Support Secretary.
5. Receive all annual leave and study leave requests for doctors, and process these according to policy, ensuring adequate cover is available and liaising with the doctors and rota leads where necessary.
6. Be a problem solver – juggling rotas and shifts to meet the needs of the service and provide safe patient care.
7. Communicate vacant shift information to Bank workers and internal staff to seek to fill these shifts. Putting on to the relevant locum shift system, approving once worked.
8. To be the point of contact for communication between staff for any information that needs to be disseminated to a wider group.
9. To be the point of contact if there are any issues with shifts that staff have been allocated and ensure that these are discussed with the Clinical and Administrative Leads.
10. Liaise with the HR regarding new starters, trainees, medical student requirements and plan this ahead of starting, creating work schedules and having them set up onto the e-roster system.
11. To support the DSM with patient pathway administration
Working for our organisation
Listen to why colleagues think we are a great place to work! -
What does Buckinghamshire Healthcare NHS Trust offer you?
12. As part of our BHT family, you’ll benefit from learning and development opportunities to support your career progression.
13. We offer flexible and agile working opportunities, alongside your NHS benefits of generous annual leave entitlement, pension and access to NHS discount schemes.
14. We provide a range of health and wellbeing services to promote a healthy, happy workforce.
Why work for us?
15. 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.
16. As an employer, we aim to create a workplace where differences are valued and colleagues treat one another with dignity and respect.
17. Greater diversity within our BHT family improves positive outcomes for the people and communities we serve.
18. 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?
19. Our vision is to provide outstanding care, support healthy communities and be a great place to work.
20. Our mission is to provide personal and compassionate care every time.
21. Our care values are collaborate, aspire, respect and enable.
Person specification
Experience
Essential criteria
22. Experience of working with multiple clinicians simultaneously
23. Experience of record keeping
24. Understanding of the EWTD & associated rules governing working patterns for Junior Doctors
Desirable criteria
25. Knowledge & understanding of Rota Design
26. Experience of using Health Rota
Education, Qualifications & Training
Essential criteria
27. GCSE English grade C or above (or equivalent)
Desirable criteria
28. A levels/NVQ 3 or able to demonstrate equivalent level of experience in an administration or secretarial capacity.
Skills, Abilities & Knowledge
Essential criteria
29. Ability to work under pressure and deal calmly with difficult situations.
30. Ability to use own initiative and ability to work with limited supervision.
31. Professional approach to work and colleagues.
32. Able to team build and develop good working relationships.
33. Aptitude for problem solving.
34. Ability to prioritise and manage own workload
35. Excellent verbal and written communication skills.
Special Circumstances
Desirable criteria
36. Committed to continual improvement of skills/knowledge.
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