Chime Social Enterprise CIC

Scheduling Lead & HR Assistant

This job is now closed

Job summary

To lead the service in ensuring that the scheduling of clinical and non-clinical time is effective, ensuring the maximisation of the company resources.

To support the HR Manager with day-to-day HR administrative tasks.

Main duties of the job

As Scheduling Lead, the post holder must liaise with locality managers, ENT and the clinical leads and operations managers to ensure that clinics are booked across localities, as support for ENT and all audiology specialisms to support the correct numbers of bookings for patients waiting. They must understand the scope of practice of each clinician to book only appropriate lists for them and to schedule in appropriate clinics for the training of students from apprentices to MSc students. When staff absences occur, they are often called upon to rearrange clinics at very short notice, either finding cover or liaising with the Operations Support team for cancellation of lists where applicable. Data analysis.
As Scheduling Lead, the post holder must liaise with locality managers, ENT and the clinical leads and operations managers to ensure that clinics are booked across localities, as support for ENT and all audiology specialisms to support the correct numbers of bookings for patients waiting. They must understand the scope of practice of each clinician to book only appropriate lists for them and to schedule in appropriate clinics for the training of students from apprentices to MSc students. When staff absences occur, they are often called upon to rearrange clinics at very short notice, either finding cover or liaising with the Operations Support team for cancellation of lists where applicable. Data analysis to promote maximisation of workforce resources and scheduling accuracy.

About us

We aim to make our services exemplary in both clinical and operational aspects. We will show leadership in identifying healthcare needs to which we can respond and in determining the most cost-effective way of doing so. We will share our knowledge with neighbouring healthcare agencies and professionals.

We recruit competent staff that we support in maintaining and extending their skills in accordance with the needs of the people we serve. We will pay staff fairly and recognise the whole staffs commitment to meeting the needs of our patients.

Our Mission

Excellence in hearing and balance care that transforms lives.

Our Vision

As an NHS Social Enterprise Audiology team, we commit to build, protect and promote a sustainable service for the future by delivering excellence in hearing and balance care in the UK. We have the freedom to put patient needs first in a not-for-profit environment, combining high quality with affordability through collaboration with stakeholders.

Our Values

C = Collaboration - working in true partnership to provide the optimal outcome

H = Holistic - caring about and understanding the implications of our interactions

I = Innovative - being open to new opportunities in meeting our purpose and vision.

M = Motivated - passionate about bringing our best to every situation

E = Excellence - striving for the highest quality of service

Date posted

24 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 a year

Contract

Permanent

Working pattern

Full-time

Reference number

B0533-24-0003

Job locations

Royal Devon & Exeter Hospital

Gladstone Road

Exeter

EX1 2ED

Job description

Job responsibilities

Be the first point of contact for all scheduling queries.

Have overall responsibility for the main scheduling areas audiologists and operations support administrators and apprentices.

To ensure that clinical schedules are filled with no significant gaps.

Attend any required meetings with the operations directors to understand the contract requirements and utilise this data to ensure accurate allocation of clinical time.

Responsible for creating and managing complex staffing schedules in advance (e.g. 8 weeks) for audiologists. Responsible for the operations support administrator and apprentice programme rota.

Run and utilise reports as well as data to plan rotas in conjunction with service leads to ensure the needs of the business are met.

In conjunction with the talent lead, create and maintain an accurate record of clinicians, technicians, and apprentice skills for scheduling purposes.

Daily monitoring of the schedule to identify cancellations and gaps in clinical time that can be adjusted to see patients or complete remote clinical tasks (>95% of clinical time to be on used on clinical tasks).

Have an in-depth understanding of how allocated clinical time can be adapted to cater to urgent cases.

To liaise and act on regular matters with the locality managers to ensure clinical time is scheduled according to the service demands. For more complex or unusual requests, to ensure the line manager is updated and involved in the decision making.

Assist the operations directors in ensuring the companys schedule meets all contractual obligations.

Regularly supervise and check and/or monitor the schedule to enable the identification of incorrect/inefficient bookings and make the necessary adjustments to rectify this.

Maintain an accurate department master schedule for the audiologist and operations support teams.

Change the rota in relation to any request, ie a servicing having to change buildings.

Schedule general rotas, appraisals, probationary reviews and quarterly meetingsfor all staff, excluding leads.Schedule training sessions

Schedule first aid cover across the Wonford and Heavitree/Gladstone House sites.

Work alongside the data lead and operations directors to use relevantdata related to the clinical schedule to identify what is working alongside any operational adjustments that may be required.

Liaise directly with external stakeholders to schedule solicitor audiograms as and when needed and ensure the documentation is completed correctly and forwarded for invoicing purposes.

Regularly liaise with one of our key stakeholders (ENT) to ensure any regular and on-off staffing needs are identified and consequently met scheduling wise. Furthermore, this post holder is responsible for maintaining and developing a close relationship with the administrative team by attending bi-weekly meetings or via email/phone.

Schedule all routine adult and paediatric ENT clinics as required.

Daily checking of the ENT rota to ensure the schedules are aligned with other platforms, e.g. Medirota, EPIC, etc.

Re-allocate short notice cancellations of ENT clinics, to ensure all clinical activity is fully utilised.

Carry out recruitment procedures when the company is undergoing recruitment campaigns, e.g. advertising of vacancies, arranging of interviews, etc.

Liaise with the Talent Lead and Line Managers to ensure smooth running of recruitment and issue offers of employment, process contracts, check eligibility to work, run DBS checks and any other tasks commensurate with the role.

Ensure all new staff members provide proof of all necessary qualifications/professional registrations prior to start of employment.

Verify lists to ensure only appropriate appointments are booked on.

Work alongside the service leads to plan the induction/training schedule for all new staff members and liaise with the RDUH HR team to ensure all clinical staff attend part of their induction.

Conduct all new starter inductions in all matters HR and Scheduling.

Calculate and input annual leave entitlements and maintain the relevant records up to date as well as accurate at all times.

Process annual leave requests for all member of staff. Approve requests where possible in accordance with Chimes minimum staffing protocol liaising with line managers when diary clashes happen.

Manage all TOIL and travel time claims, to ensure staff are correctly reimbursed with the appropriate time that is owed.

Required to take any minutes in meetings as and when needed which may include senior management and board meetings.

Support the development and implementation of HR initiatives and systems.

Update documents when staff members change working hours, patterns, etc, and maintain an accurate record of all overtime and bank hours issue contract amendment forms in relation to contract changes.

Update employee files to keep current, relevant, and appropriate employee data up to date.

Process employee benefits.

Act as the first point of contact for all absence reporting.

Operate systems for reporting and recording sickness and absence.

Review reported absences to find and enact solutions to contain staffing costs through redesigning the rota to ensure gaps in the schedule are mitigated and services have minimal impact. Escalate areas of concern if unable to resolve in a timely manner.

To receive and act on requests to change location and timings of clinics. E.g, a service changing building location.

Schedule return to work meetings and absence management meetings.

File all necessary documentation in relation to absence management. This post does not require any monitoring of the information within any sickness, disciplinary or performance related documents.

To take part in regular performance appraisals.

Attend meetings with the Operations Support & HR Manager as and when needed.

Assist in creating and maintainingprotocols and reference guides in relation to scheduling activities.

To be responsible for the health and safety of self and others, in accordance with the Chime Health & Safety Policy.

Any other duties to commensurate with the grade as requested by the Operations Support & HR Manager, Operations Director or Managing Director.

Ensure all information is secure, and confidentiality of information is maintained at all times.

This job description is not exhaustive and will in the first instance be reviewed, in conjunction with the post holder, after 6 months and thereafter on an annual basis to assess if the job content is still consistent with the department objectives.