Job responsibilities
Job Title: Rota &
Corporate Services Administrator
Location: ELMS Head Office,
St Ives House, Blackburn
Accountable
to: Chief Operating Officer (COO)
Reporting
to: Operations manager
ROLE SUMMARY
The
Rota and Corporate Services Administrator will support the ELMS clinical and
non-clinical rota system for the Integrated Urgent Care a service provided
across Pennine Lancashire on a 24-hour 365 days of the year basis (including
Bank Holidays). The
Administrator(s) will also manage the telephone system
on behalf of ELMS and help colleagues in the Corporate Administration team as
required from time to time, with the administration of ELMS computerised
accounts and payroll systems and associated finance functions and provide
administrative and clerical support to the Clinical Chair, Chief Operating
Officer and HR Officer.
MAIN RESPONSIBILITIES/KEY ACHIEVEMENT AREAS
ROTA ADMINISTRATION
Proactively administer the clinical and non-clinical
performer requirements within the AVS and IUC service to ensure that service
needs are met by managing an effective/efficient rota system, preparing rotas
and managing the allocation of shifts in a timely and efficient manner
Communicate efficiently and effectively with all performers
covered by the rota system to ensure positive relations are maintained, clarity
of working times and arrangements to maintain service financial viability and
operational effectiveness, including services at St Ives House and other locations.
Proactively maintain the rota website on a daily basis to
ensure efficiency of service and that performers use the correct procedures to
notify sickness, overtime and absence and that recording
of leave and sickness provides information to support Human Resources and
Corporate Departments.
To work closely and effectively with locum
agencies in sourcing clinical cover any unallocated clinical sessions and to
escalate to operational management, where necessary.
Administer annual rolling checks for
GPs General Medical Council (GMC), Medical Indemnity Certification (i.e. MDU)
and Disclosure Barring Service (DBS); ensuring all compliance documents are up
to date and recorded on the corporate systems as appropriate.
Support operational management in the annual
renewal of clinicians contracts for regular sessions in line with
organisational workforce plans
Setting up new clinical and non-clinical performers on the appropriate systems as required e.g. Adastra, Rotamaster
and other ELMS information systems including inputting clinicians details on
Clinical Guardian and email list.
Provide detailed and accurate management information from
the rota/staff databases, as requested.
Liaise pro-actively with operational
management regarding problems filling/covering the rotas and workable solutions,
which balance the financial impact of over-resourcing and the operational and
clinical impact of limited shift cover.
Record rota information on the Rota
database and identify any performance issues within the IUC team and report
these to management
Cascade relevant information to the OOH
Supervisors
Organise and co-ordinate the GP
Registrar training programme with external agencies, allocating shifts as
necessary and acting as the main contact point for Registrars.
CORPORATE
Provide a first point of contact, answering telephone
enquiries, taking and relaying messages in a polite and helpful manner.
Be responsible for collating responses
from Friends and Family Test leaflets
Frank and send out external post bi-weekly
Collate and post out Prescriptions to local Pharmacies.
Finance & Corporate
The
post-holder will also help colleagues in the Corporate Administration team as
required from time to time, with the administration of ELMS computerised
accounts, payroll and pension administration systems and associated finance
functions including but not limited to supporting:
o processing of purchase orders / sale invoice
and petty cash receipts;
o accurate
filing system for sales and purchase invoices;
o Dealing
with telephone calls relating to accounts queries from customers and suppliers;
and
o General
accounts administration duties.
Policies
and procedures are in place to support the functions outlined above.
The
above list is not exhaustive the post-holder is expected to be flexible in
their approach and the duties associated with the post will inevitably vary and
develop and, therefore, the role will be reviewed on a regular basis and changes
made in consultation with the post holder.
GENERAL
To provide a high level of customer service to both internal &
external parties including visitors to the Department
To perform general office duties including photocopying and filing
Liaise with external organisations relevant to the work of ELMS
In times of absence help cover the work of the Corporate Administrators
by taking on additional duties
Use own judgement and initiative in accordance with the role and related
tasks / enquiries seeking advice on occasions.
To maintain the strictest level of confidentiality at all times.
WORKING
CONDITIONS
Frequent use of VDU
equipment
Frequent requirement
to travel between different locations
PERFORMANCE REVIEW
Objectives for the post will be subject of overall agreement
and regular review between the post-holder and the Finance Officer.
ACCOUNTABILITY
The post-holder will report to the Operations Manager and be
directly accountable to the Chief Operating Officer.
CONFIDENTIALITY AND COMPLIANCE WITH THE DATA PROTECTION ACT
The post holder should maintain confidentiality at all times
regarding information about patients, staff and other Health Service business
in accordance with the Data Protection Act 1984 unless sanctioned by the
requirements of the role.
All employees of the ELMS must not, without prior permission
disclose any information regarding patients or staff. In circumstances where it
is known that a member of staff has communicated to an unauthorised person,
these staff will be liable to disciplinary procedures, which could result in dismissal.
Moreover, the Data Protection Act 1984 also renders an individual liable to
prosecution in the event of unauthorised disclosure of information.
HEALTH AND SAFETY
All employees must be aware of the responsibilities placed
on them under the Health and Safety at Work Act 1974 to ensure that the agreed
safety procedures are carried out to maintain a safe working environment for
patients, visitors and employees.
INFECTION CONTROL
All employees of ELMS are required to contribute to the
management of infection control and be proactive in awareness raising and
prevention.
TERMS AND CONDITIONS
All terms will be agreed by ELMS and may be amended from time to time.
An annual Disclosure and Barring (DBS)
Subject to satisfactory performance reviews
REHABILITATION OF OFFENDERS ACT 1974
Because of the nature of this work, this post is exempt from
the provisions of section (42) of the Rehabilitation of Offenders Act 1974
(exemptions) Order 1975. Applicants for this post are not entitled to withhold
information about convictions which for other purposes are spent under the
provisions of the Act and in the event of employment, any failure to disclose
such convictions could result in disciplinary action or dismissal. Any
information given will be completely confidential and will be considered only
in relation to an application for a position to which this order applies.
EQUALITY & DIVERSITY
The post holder must co-operate with all policies and
procedures designed to ensure equality of employment. Co-workers, patients and
visitors must be treated equally irrespective of gender, ethnic origin, age,
disability, sexual orientation, religion etc.
TRAINING & PERSONAL DEVELOPMENT
The post holder must take responsibility in agreement with
his/her line manager for his/her own personal development by ensuring that
continuous professional development remains a priority, managed within ELMS
budgets. The post holder will undertake all mandatory training required for the
role.