Job Description
Operational Admin Support - Band 4
Fixed-Term: 12 months
Planned Care
This is an exciting opportunity to join a dynamic operational management team in Planned Care at West Middlesex Hospital.
The Planned Care Operational Management Team at West Middlesex Hospital comprises of 2 Assistant service managers and a Service Manager, who are based on site. There is also 2 Deputy General Managers and 2 General Managers, who are working across both sites.
The post holder will be working in a fast paced environment, which requires a calm yet proactive approach with the ability to multi-task whilst being thorough. This will involve managing doctor’s rotas and rosters; assisting the operational team in achieving and maintaining operational KPIs; participating in complaints and PALS concerns investigation administering, liaising and acting in an efficient, effective and high quality manner.
The post holder will also be responsible for the coordination of their workload to meet the objectives of the role. Attention to detail, flexibility and ability to multitask are paramount in this post. Previous experience in rota management and administration is essential.
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The post Holder will be responsible for the provision of effective rota coordination for Planned Cere Surgery doctor rotas at the West Middlesex Hospital, assisting with recruitment, maintaining accurate records of doctors annual and study leave, sickness absence. The post holder will closely work with the clinical rota leads, clinical administrative staff and service managers to ensure the smooth running of medical staffing rotas and management of medical leave.
The post holder will be a key part of the Planned Care Surgery and will be expected to provide excellent communication between Hospital departments to ensure that absences are managed against departmental guidelines.
The post holder will be required to give a general level of administrative and operational support to the Assistant Service Managers and Service Managers.
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that arePROUD to Carefor nearly one million people. Both hospitals provide full clinical services, including full maternity, emergency and children’s, in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We’re one of the best performing Trusts in the country. We’re also one of the top trusts to work for – our staff says they’re engaged, motivated, and would recommend us as a place to work and receive treatment.
Our Trust has been rated by the Care Quality Commission as ‘Good’ in all five of the main domains of safe,
effective, caring, responsive and well-led, giving an us overall rating of ‘Good’. We’ve also been awarded an ‘Outstanding’ rating for ‘use of resources’ by an NHS Improvement inspection.
Our facilities are some of the best in the country. We have been investing significant Capital year on year in our estate. We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminster and are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
Main responsibilities
- To update on a daily basis the on call rota and staffing rota for all grades of medical staff within Planned Care Surgery to ensure that adequate levels of staff are available at all times.
- Manage the Healthroster implementation within all services and be responsible for day to day rota management to support the service
- Mitigate any impact to the service from staff absences and escalate where there are insufficient staff to cover the service.
- Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for clinical staff.
- Production of monthly reports for locum bookings for finance and additional payments for additional sessions
- Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets
- Induction management and co-ordination for the new starters and trainee, including junior doctors
- Arrange, plan and take comprehensive and accurate minutes at departmental meetings and project group meetings
- Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently
- To liaise with clinical administrative teams where clinical activity needs to be altered to match medical staffing levels. This must be done in line with trust policy with adequate notice.
- Develop and distribute rotas for staff within the division as required
- Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary.
Operational service delivery
- Work with the Manager to ensure optimal operational performance including the development of efficient and effective systems and processes
- Oversee reconciling clinics , monitor the numbers daily and liaise with clinical teams to ensure all clinics are cached up in timely manner
- Work with colleagues to ensure effective rota cover and planning.
- Ensure that you are aware of and engaged with the performance statistics, targets and priorities to be achieved.
- To identify areas for action in terms of quality and implement improvements in collaboration with the Divisional management team providing appropriate support
- Assist with preliminary investigation of complaints as delegated by the Assistant Service Manager or Service Manager, in line with Trust policy and ensuring all sensitive information is handled appropriately.
- Seek out examples of best practice which might be introduced within the service
- Ensure that the highest standards of patient care are consistently applied within the Service
Staff Level Management
- Anticipate clinical staff shortages and problem areas and take action to minimise the impact of these on service delivery
- Ensure all clinical staff have access to rotas and are responsible for checking their shifts
- Work with medical staffing (HR) and Service Manager to ensure rotas are compliant
- Coordinate all locum/ bank bookings within a defined financial envelope
Communication
- Ensure all communication, which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focusing on improvement and ways to move forward.
- Ensure all communication is presented appropriately to the different recipients, according to levels of understanding, type of communication being imparted and possible barriers such as language, culture, understanding or physical or mental health conditions.
General
This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and his/her manager.
All duties must be carried out under supervision or within Trust policy and procedure. You must never undertake any duties that are outside your area of skill or knowledge level. If you are unsure you must seek clarification from a more senior member of staff.
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