Workforce Coordinator

Job description

Job responsibilities

JOB SUMMARY

The post holder is responsible for the efficient and effective operation of the clinical workforce scheduling system, including responding to requests for leave from clinical colleagues, preparation and organisation of the workforce rotas, and dealing with requests for changes.

The Workforce Co-ordinator also works as part of the Administration Team, which provides the back office support for the federation. The team work together to ensure that tasks are carried out to the required deadlines; to support patient care. The team has to respond to circumstances and a positive and flexible approach is required.

The post holder organises their work and manages their time effectively to ensure that all tasks are completed within the required timescales.

Working hours: Monday to Friday 5 days a week with the flexibility to work some of those hours during service operational hours as required.

Salary: £24,000-£25,500 (depending on experience)

JOB DESCRIPTION - Duties and Responsibilities

Following Federation policies, protocols and guidelines, duties will include:

Clinical scheduling and appointments

Administer record and respond to requests for leave from clinicians, within federation

policy, referring on any queries to the relevant clinical lead.

Maintain accurate and up-to-date records for clinicians annual leave, sickness leave,

maternity leave etc and provide data as requested to payroll.

Prepare clinical rotas in accordance with policy and ensuring all service needs are met.

Liaise with clinical leads where necessary to address any problems.

Communicate efficiently with all personnel covered by the rota system to ensure the

clarity of working arrangements and to maintain operational effectiveness of the federation.

Cancel and re-arrange clinical sessions when necessary, contacting patients as required

to re-arrange their appointments.

Contact locums to arrange sessions, ensuring this is done in advance so that federation

needs are met.

Working with HR to ensure that all individual locums have signed an up-to-date federation contract and provided all necessary documents and that there is a suitable written agreement in place with each locum agency.

Check locum invoices for accuracy.

Prepare timetables for medical students and other learners.

Enter appointment schedules on to the computer system(s), ensuring accuracy and that

appointments are available in good time.

Amend the rotas and appointments as requested, within policy and ensuring all service requirements are met.

Any other duty required to support the effective operation of these systems.

Administration duties

The primary focus of the role is clinical scheduling and appointments, but the following duties will be required as appropriate.

Keep track of all tasks and ensure they are completed in a timely fashion.

Contact patients where required.

Carry out audit and collate statistics, as requested, pertaining to the rota and staff.

Create standardised invoices and payment requests as required.

Other administrative duties as required.

Carry out delegated tasks.

Communication and relationships

Liaise with members of the Federation, Primary Health Care Team, other NHS

organisations and outside agencies as appropriate to the role.

Communicate sensitively and effectively with patients and carers, using active listening

and adapting communication style and method as necessary to meet their needs.

Participate in meetings as appropriate.

Team working

Understand own role and scope in the federation.

Work as an effective and responsible team member, supporting colleagues in a flexible

and approachable manner.

General:

The post holder will:

Develop a culture that promotes equality and values diversity.

Ensure the principles of openness, transparency and candour are observed and upheld in all working practices.

The post holder will have, or acquire through training provided by the organisation, the appropriate level of safeguarding and knowledge, skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures.

Confidentiality

All staff and contractors working for the ELM Alliance Ltd have both a common law duty and a statutory duty of confidentiality to protect patient (and indeed any personally identifiable) information and only use it for the purposes for which it was intended. The disclosure and use of confidential patient information needs to be both lawful and ethical.

Information Governance

ALL staff must keep up-to-date with the requirements of information governance and must follow ELM Alliance Ltd policies and procedures to ensure that ELM Alliance Ltd information is dealt with legally, securely, efficiently and effectively. Staff must appropriately manage the records they create or hold during the course of their employment with ELM Alliance Ltd, making the records available for sharing in and confidentiality policies, procedures and guidelines (e.g. Freedom of Information Act 2000, Caldecott Guidelines).

Health & Safety

All staff have a duty to ensure the health and safety of themselves and others whilst at work. Safe working practices and health and safety precautions are a legal requirement. ALL accidents must be reported to your manager and in-line with the general philosophy of ELM Alliance Ltd; you must participate in accident prevention by reporting hazards and following relevant policies and procedures including Moving and Handling Guidelines.

Risk Management

You are required to contribute to the control of risk and use the incident reporting system to alert ELM Alliance Ltd of incidents or near misses that may compromise the quality of services.

Infection Control

All staff have a duty to comply with all ELM Alliance Ltd policies and guidelines in relation to Infection Prevention and Control. You have a duty to ensure that you minimise the risk of infection and infectious diseases. This responsibility includes minimising the risk by highlighting any concerns you may have to the appropriate person as identified in the policies and guidelines and challenging inappropriate infection control and hygiene practice.

Equality & Human Rights

ELM Alliance Ltd will ensure that job applicants and prospective and current employees are treated solely on the basis of their merits, abilities and potential without any unjustified discrimination on grounds of age, gender, gender reassignment, sexual orientation, disability, family circumstances, race, colour, nationality, ethnic origin, religion or belief, trade union activity and social and economic status.

Person Specification

Qualifications

Desirable

• GCSE C Or above in Maths and English

Experience

Essential

• Competent in the use of Microsoft Outlook, Word, Excel and Internet.
• Experience of working in a health care setting.
• Excellent organisational skills with the ability to meet tight deadlines.
• An effective administrator.
• Effective in demonstrating attention to detail.

Desirable

• Competent in the use of SystmOne and Rota Master.
• Previous use of a staff rota system
• Training or a qualification in Administration, IT or other related areas.
• Knowledge of Data Protection Regulations.

Personal Skills and Abilities

Essential

• A friendly and approachable manner with good people skills, showing understanding, care and assertiveness where appropriate.
• The ability to handle personal information sensitively and respect people's right to confidentiality.
• Able to manage conflict calmly and positively and adhere to procedures under pressure.
• Conscientious and committed to working in an adaptable and flexible manner.
• A positive approach to working as part of a busy team.
• A good work ethic.
• An awareness of risk and mitigation.
• The ability to work independently and use initiative.
• Able to work effectively whilst muti-tasking.
• Ability to produce accurate and thorough work in a prompt and efficient manner whilst working to time-scales.
• Able to communicate clearly and effectively to a wide range of individuals both verbally and in writing.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

ELM Alliance LTD

Address

Hirsel Medical Centre

5 Trinity Mews

North Ormesby

Middlesbrough

Cleveland

TS3 6AL