Rota & Coordinators Admin Assistant (Urgent Care and GP Out of Hours)

Oxford Health NHS Trust

This job is now closed

Job summary

Do you thrive working in a busy role where no two shifts are alike?

Are you a patient focused problem solver who works well under pressure?

Do you possess a flexible approach, an open mind and the ability to adapt to the given situation?

Would you like a flexible working pattern that includes evenings and weekend?

If so, this could be the role for you!

The Out of Hours Service provides essential cover for GP Out of Hours, Minor Injuries and Minor illnesses across Oxford County supporting the Primary Care Services. As a dedicated Rota Administrative Assistant, you will be a part of an ever-changing work environment.

This role is a full time 37.5 hours per week but part time can be considered. Some evening/weekend/bank holiday work will be required with relevant enhancement in case of work during unsociable hours.

Part time work requests will be considered. If this would be your preferable option, please indicate on the application.

This is a Fixed Term position for 12 months and can be considered as a secondment opportunity for Oxford Health employees.

Please note that travelling across the county will be required. Driving licence and own vehicle necessary as some of the bases are located in remote areas not easily reachable via public transport and in hours in which public transport does not operate fully. Adjustments can be considered in line with the Equality Act 2010 where required.

Main duties of the job

To assist maintaining, on a daily, weekly and monthly basis, all Rota's for the GP Out of Hours Service (GP OOH) and Minor Injury Units (MIU) in accordance with operational procedures, service and Trust requirements.
To ensure that all rotas and any amendments are entered onto the Work Force Management System (or any subsequent system) in an accurate and timely manner.
Advertise shifts and identify appropriate workers to fill the shifts.
Liaise with line managers, Rota Manager, Matron, Clinical Leads and Coordinators regarding specific requirements for deployments and to agree actions to fill shifts where there is not a simple resolution.
To escalate issues regarding the fulfilment of shifts to the Rota Manager and Unit Manager as required.
To liaise with agencies to fill available shifts.
To inform the Unit Manager if there are any foreseen risks.
To develop relationships with staff members and GPs to assist the Service.
To create and maintain files to support the service, including indexing and cross-referencing information systems where necessary.
To ensure all computer and manual data is stored safely and securely as required under the Data Protection Act, maintaining client files ensuring Departmental and Service guidelines are followed.
To assist the coordinators during their working hours (evenings, weekends and Bank Holidays) with telephone queries that can be resolved without escalating to the coordinators team.

About us

Oxford Health NHS Foundation Trust provides physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.

Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible

Our vision is that no matter who you are or where you are, you will tell us that you receive:"Outstanding care delivered by an outstanding team"

Our values are:"Caring, safe and excellent"

At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:

Excellent opportunities for career progression
Access to tailored individual and Trust wide learning and development
27 days annual leave, plus bank holidays, rising to 33 days with continuous service
NHS Discount across a wide range of shops, restaurants and retailers
Competitive pension scheme
Lease car scheme
Cycle to work scheme
Employee Assistance Programme
Mental Health First Aiders
Staff accommodation (please note waiting lists may apply)
Staff networking and support groups hosted by our Equality, Diversity & Inclusion team

Date posted

29 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum | pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Part-time, Flexible working, Compressed hours

Reference number

267-CH6640750

Job locations

Abingdon Community Hospital

Marcham Road

Abingdon

OX14 1AG

Job description

Job responsibilities

The First Contact and Primary Care Pathway is a countywide service including GP Out-of-Hours (OoHs), Minor Injuries Units (MIUs) and First Aid Units (FAUs). Our services are based in Abingdon, Banbury, Bicester, Henley, Oxford, and Witney.

You will be supported with Induction and training. There will be opportunities for progression within the service. You will be encouraged to be part of quality improvement and suggest options to enhance the service.

You will be joining the team at an exciting time as we shape the future of First Contact and Primary Care Services.

Please note this post might require working unsocial hours (evenings), weekends and bank holidays. Use of own car might also be required as the service covers all Oxfordshire. If necessary, adjustments can be considered in line with the Equality Act 2010.

In case of unsocial hours and weekend support, enhanced hourly rates will be paid according to NHS rates.

Also possibility to have extra shifts via NHSP

For a full list of role responsibilities please review the job description and person specification.

Job description

Job responsibilities

You will be joining the team at an exciting time as we shape the future of First Contact and Primary Care Services.

In case of unsocial hours and weekend support, enhanced hourly rates will be paid according to NHS rates.

Also possibility to have extra shifts via NHSP

For a full list of role responsibilities please review the job description and person specification.

Person Specification

Experience

Essential

Experience of interacting / communicating in a multi-agency setting
Experience in management assistance

Desirable

Experience of rota management

Qualifications

Essential

Customer service experience/qualification
Computer literate to advance level with good knowledge of Microsoft Office packages
Ability to create records and filing systems.

Desirable

Rota systems knowledge

Pesonal Qualities

Essential

Excellent interpersonal skills
Ability to prioritise and manage own time
Able to work under pressure and respond effectively to urgent situations

Desirable

Experience in call handling and call log

Person Specification

Experience

Essential

Experience of interacting / communicating in a multi-agency setting
Experience in management assistance

Desirable

Experience of rota management

Qualifications

Essential

Customer service experience/qualification
Computer literate to advance level with good knowledge of Microsoft Office packages
Ability to create records and filing systems.

Desirable

Rota systems knowledge

Pesonal Qualities

Essential

Excellent interpersonal skills
Ability to prioritise and manage own time
Able to work under pressure and respond effectively to urgent situations

Desirable

Experience in call handling and call log

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.