Job summary
We are delighted to present an exciting opportunity for the position of Band 5 Administrator & Rota Co-ordinator within the recently established Adult Critical Care Emergency Support Service (ACCESS).
ACCESS is an adult critical care transfer service focused on safe, consistent, compassionate, and expert-led transfer of critically ill patients across the capital. We work with London Ambulance Service NHS Trust (LAS), the London integrated commissioning boards and associated critical care networks to provide a transfer service for critically ill patients throughout London 24 hours a day, 365 days a year.
We are seeking to appoint an experienced and highly motivated individual who can demonstrate excellent communication skills as you will play a pivotal role in ensuring the smooth and efficient operation of medical rotas. This requires someone that is highly organised and able to lead and manage on all aspects of the role, including, ensuring adequate coverage of shifts, and managing administrative tasks for the service. This involves tasks like compiling and recording absence information, coordinating leave requests, and potentially managing a pool of bank staff, minute taking and diary management. Knowledge of Oracle (procurement system) and rostering systems would be advantageous.
If you think you have the right skills and experience for this role and want to join our team.
Main duties of the job
The Adult Critical Care Emergency Support Service (ACCESS) is a transfer service providing safe, consistent, compassionate, and expert-led transfer of critically ill patients across London. It integrates with London Ambulance Service NHS Trust (LAS) and all five integrated commissioning boards and associated critical care networks.
The service is designed to support hospitals across London with the transfer of critically unwell patients using a dedicated transfer team. The service currently runs 24-hour service 365 days of the year. The London ACCESS administrator is critical to providing support to allow the service to function on a day-to-day basis.
The post holder will be responsible for providing comprehensive and professional high level administrative support to the service and will be required to communicate with staff of all levels both internally and externally.
Minute taking, stock keeping, rota management and coordination and accurate record keeping are core elements of this role.
The post holder will work as part of a busy multi skilled team ensuring the highest quality of service is provided. A flexible and hands on approach is required in this dynamic and evolving team who are committed to improving patient care and communication across London.
Training will be given to support a smooth transition through all tasks.
About us
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.
Job description
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment
Job description
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
- ECDL or equivalent experience i.e. experience of a range of IT packages such as word, excel, outlook and power point
Experience
Essential
- Previous administrative experience
- Experience of using the latest Microsoft Office, Teams and SharePoint platforms
- Experience of using Rostering systems
- Experience of database management and data retrieval
- Experience in medical and non-medical recruitment
- Experience of assisting in maintaining a healthy, safe and secure working environment for self and other
- Experience in minuting meetings accurately and timely
- Experience in supporting analysis of large quantities of data
- Ability to provide constructive opinions and views on ideas for service improvement
- Ability to prioritise tasks and time management
Desirable
- Administrator in a healthcare environment
- A good level of medical terminology acquired through education, training or work experience
- Rota coordination experience, in a multi-disciplinary team
Knowledge
Essential
- Knowledge of effective administration practice
- Knowledge of database management including query and report design
- Ability to assess risks and report any issues that may put Health and Safety at risk
Desirable
- Have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation
Skills
Essential
- Clear concise verbal and written skills
- Ability to use information to monitor processes, plan and initiate action
- Ability to understand and analyse data from information systems such as Excel in relation to performance, targets and projectiles
- Evidence of effective interpersonal skills with particular ability to liaise with multidisciplinary team members and external colleagues
- Ability to manage stressful situations and challenge decisions
- Keyboard skills to access and input to data systems; Competent in Microsoft Office products
- A proven record of being able to work within set timeframes working to priorities and deadlines
- Able to recognise own limits and work within those limits of competence
- Ability to use and maintain resources efficiently and effectively and encourage others to do so
- Able to monitor quality of own work and others and initiate improvements
- Acts responsibly as a team member and seeks help if necessary
Desirable
- The ability to plan and co-ordinate activities and changes to systems or standards
- Knowledge of procurement, stores management and invoice management
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
- ECDL or equivalent experience i.e. experience of a range of IT packages such as word, excel, outlook and power point
Experience
Essential
- Previous administrative experience
- Experience of using the latest Microsoft Office, Teams and SharePoint platforms
- Experience of using Rostering systems
- Experience of database management and data retrieval
- Experience in medical and non-medical recruitment
- Experience of assisting in maintaining a healthy, safe and secure working environment for self and other
- Experience in minuting meetings accurately and timely
- Experience in supporting analysis of large quantities of data
- Ability to provide constructive opinions and views on ideas for service improvement
- Ability to prioritise tasks and time management
Desirable
- Administrator in a healthcare environment
- A good level of medical terminology acquired through education, training or work experience
- Rota coordination experience, in a multi-disciplinary team
Knowledge
Essential
- Knowledge of effective administration practice
- Knowledge of database management including query and report design
- Ability to assess risks and report any issues that may put Health and Safety at risk
Desirable
- Have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation
Skills
Essential
- Clear concise verbal and written skills
- Ability to use information to monitor processes, plan and initiate action
- Ability to understand and analyse data from information systems such as Excel in relation to performance, targets and projectiles
- Evidence of effective interpersonal skills with particular ability to liaise with multidisciplinary team members and external colleagues
- Ability to manage stressful situations and challenge decisions
- Keyboard skills to access and input to data systems; Competent in Microsoft Office products
- A proven record of being able to work within set timeframes working to priorities and deadlines
- Able to recognise own limits and work within those limits of competence
- Ability to use and maintain resources efficiently and effectively and encourage others to do so
- Able to monitor quality of own work and others and initiate improvements
- Acts responsibly as a team member and seeks help if necessary
Desirable
- The ability to plan and co-ordinate activities and changes to systems or standards
- Knowledge of procurement, stores management and invoice management
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).
