Job summary
You will play a crucial role in ensuring efficient and effective staffing within our medical teams. Your responsibilities will encompass various aspects of rota management, continuous improvement and compliance.
- Oversee and manage clinical and medical rotas in the OGN directorate for efficient service delivery.
- Collaborate with Clinical Leads and Service Coordinators to ensure smooth daily operations.
- Design rotas to maximise service capacity and meet activity targets.
- Manage and monitor leave requests.
- Coordinate medical changeovers, inductions and training.
- Ensure compliance with mandatory training requirements.
- Oversee medical invoicing and collect income based on cost per case.
This role will involve deploying administrative services in support of clinical service teams and assisting the clinical service teams in the delivery of performance metrics. The role will also include supporting the continual improvement of hospital services to ensure the best possible care for the patients we provide services to and ensure a brilliant place to work for our team members.
Main duties of the job
We are seeking an enthusiastic and highly motivated individual to provide comprehensive support to the Service Coordinator and medical staff in the Obstetrics and Gynaecology department. The primary responsibility will be managing medical staffing rotas, processing both planned and unplanned changes and coordinate medical changeovers and inductions
The successful candidate will have excellent organisational and communication skills, strong IT skills, a flexible approach to working, administrative experience and the ability to work autonomously.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes a firm commitment to professional development of it's staff together with the provision of an excellent health and well-being support service.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Education and Qualifications
Essential
- GCSE in English and Mathematics, at grade C/4 or above (or equivalent experience/ qualifications)
- NVQ Level 3 or equivalent qualifications/experience
- ECDL or demonstrable advanced skills and proficiency in the use of Microsoft Office, including a combination of Word, Excel, PowerPoint and Teams
Experience
Essential
- Experience in an administrative role within an office environment ideally at Band 3 or above in the NHS
- Experience of working with rotas/staff management
- Excellent communication skills including the ability to communicate with staff at all levels
- Experience of databases/spreadsheet management
- Experience in managing both planned and unplanned leave ensuring adequate coverage and maintaining operational continuity
- Experience in coordinating arrangements for event programmes including organising and overseeing the logistical aspect of events
Desirable
- Experience of implementing postgraduate education in an NHS setting
- Experience of working within a complex multidisciplinary NHS environment and planning healthcare services
Skills and Knowledge
Essential
- Microsoft Office skills at intermediate level - Word, Excel and Outlook, e.g. demonstrated by short courses or relevant experience
- Excellent organisational skills, along with the ability to prioritise your own varied workload and meet deadlines
- Ability to make quick decisions independently understanding the impact of these decisions
- Ability to work as part of a team, yet also have the ability to act on own initiative and to specific instruction
- Able to work under pressure and in a busy environment, whilst remaining calm and polite
- Ability to communicate sensitive and/or complex information clearly and effectively with staff/patients at any level, both verbally and in writing
- Willingness to work flexible hours to meet the requirements of the service
- Skilled in interpreting basic numerical data
- Proficient in creating detailed reports including numerical/financial information
Desirable
- Ability to identify areas for improvement/development to streamline processes
- Awareness of STH Trust policies and procedures/knowledge of the Junior Doctor contract
Personal Qualities
Essential
- Highly organised and efficient
- Excellent time management skills
Person Specification
Education and Qualifications
Essential
- GCSE in English and Mathematics, at grade C/4 or above (or equivalent experience/ qualifications)
- NVQ Level 3 or equivalent qualifications/experience
- ECDL or demonstrable advanced skills and proficiency in the use of Microsoft Office, including a combination of Word, Excel, PowerPoint and Teams
Experience
Essential
- Experience in an administrative role within an office environment ideally at Band 3 or above in the NHS
- Experience of working with rotas/staff management
- Excellent communication skills including the ability to communicate with staff at all levels
- Experience of databases/spreadsheet management
- Experience in managing both planned and unplanned leave ensuring adequate coverage and maintaining operational continuity
- Experience in coordinating arrangements for event programmes including organising and overseeing the logistical aspect of events
Desirable
- Experience of implementing postgraduate education in an NHS setting
- Experience of working within a complex multidisciplinary NHS environment and planning healthcare services
Skills and Knowledge
Essential
- Microsoft Office skills at intermediate level - Word, Excel and Outlook, e.g. demonstrated by short courses or relevant experience
- Excellent organisational skills, along with the ability to prioritise your own varied workload and meet deadlines
- Ability to make quick decisions independently understanding the impact of these decisions
- Ability to work as part of a team, yet also have the ability to act on own initiative and to specific instruction
- Able to work under pressure and in a busy environment, whilst remaining calm and polite
- Ability to communicate sensitive and/or complex information clearly and effectively with staff/patients at any level, both verbally and in writing
- Willingness to work flexible hours to meet the requirements of the service
- Skilled in interpreting basic numerical data
- Proficient in creating detailed reports including numerical/financial information
Desirable
- Ability to identify areas for improvement/development to streamline processes
- Awareness of STH Trust policies and procedures/knowledge of the Junior Doctor contract
Personal Qualities
Essential
- Highly organised and efficient
- Excellent time management skills
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.
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).
Additional information
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.
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).
