Job summary
Ensure the successful management and leadership of the clinical office teams in line with Trust Values, Strategic Objectives, Policies and Procedures.
Robust management of junior doctor rotas in accordance with trust policies and procedures.
- Oversee the smooth running of the patient pathways, including effective management of performance targets including 18-week RTT. To identify shortfalls and help arrange additional clinics, and other capacity to support meeting performance targets.
Main duties of the job
Accurately recording junior doctor ward and on-call cover
Recording annual leave, study leave and sickness on the relevant systems
Ensuring communication is clear and coherent to the doctors and their teams General responsibilities
Line manager for the clinical office staff including appraisal, monitoring and managing sickness, capability, disciplinary and mandatory training
Participate in the recruitment and selection and interview process for new members of administration staff as required and ensure Trust training undertaken.
Provide local office orientation for administrative staff
In liaison with the ASM, help support the coordination of the Service Plan to ensure effective use of resources based on service needs.
Respond to emergency situations including sick leave, absence, and unforeseen medical situations.
Train new staff in all duties required including Cerner use, clinic management and other IT solutions.
Daily management of the consultant/registrar/SHO rota
Working with the college tutor to arrange clinical inductions of Registrars and SHO's.
Formulating doctor Rosta using the DRS software.
To provide cross cover between the clinical office team leader/rota coordinator roles.
To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.
We can offer you the full range of NHS benefits/discounts and in addition:
- Excellent pension scheme and annual leave entitlement
- On-site Nurseries
- On-site staff cafes
- On-site parking
- Support in career development
- Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
For more information about a career at ASPH please visit:www.asph-careers.org
Job description
Job responsibilities
1. To have made an effective contribution to reaching the Trusts vision, strategic objectives and key work programmes.
2. To manage a robust complaint Rota and ensure the smooth daily running of the 3 tier rota.
3. To have made an effective contribution to reaching the Trusts vision, strategic objectives and key work programmes.
4. To be responsible for the recording of absence levels for all grades of junior doctors within the Division using the Electronic Staff Reporting tool. This includes monitoring annual leave, study leave and sickness, reporting abnormal levels to the Service Manager and ADO.
5. To be responsible for recording all study leave requests ensuring that the rota has been adjusted accordingly.
6.To Manage of doctors rotas, making many adjustments on a daily basis depending on the staffing levels for that day. Work to ensure the junior doctors rotas are EWTD compliant, efficient and effective. Providing electronic copies to doctors in advance of their rotation commencing.
7. To be responsible for the preparation and facilitation of the junior doctor induction programmes, including preparing the handbooks and packs.
8. To liaising with Human Resources and Consultants to ensure that all junior medical staffing recruitment and staffing needs are identified and actioned.
9. Liaising with junior doctors over shift short falls and availability to cover. 10. Ensure sickness records for all junior doctors are up to date. To make sure junior doctors are completing relevant paperwork and working with the Service Manager to identify any need to refer junior doctors to Occupational Health.
11. To be responsible for recording all bookings and details of locum and agency bookings for the Division on appropriate system and internal spreadsheets.
12. Make adjustments to the medical staffing rota to try to ensure in-house locum coverage where possible.
13. To be responsible for reviewing and confirming all timesheets received from medical staff and the locum agencies. This includes validating all medical staffing invoices to ensure that there are no discrepancies.
14. To update the medical staffing lists regularly ensuring that all wards and departments are kept informed of any changes.
15. To provide data to the Service Manager when required in relation to medical staffing expenditure within the Division.
16. To undertake other administrative and support duties required by the Division to ensure high quality services are provided.
17. Line manage junior doctor rota in line with the Trusts HR policies and procedures.
18. To ensure patients receive excellent communication from the administrative team.
19.To ensure clinical office processes support the Trusts 18 week RTT performance targets.
20.To manage an efficient clinical office.
21.Providing cross cover for the clinical office team leader role.
Job description
Job responsibilities
1. To have made an effective contribution to reaching the Trusts vision, strategic objectives and key work programmes.
2. To manage a robust complaint Rota and ensure the smooth daily running of the 3 tier rota.
3. To have made an effective contribution to reaching the Trusts vision, strategic objectives and key work programmes.
4. To be responsible for the recording of absence levels for all grades of junior doctors within the Division using the Electronic Staff Reporting tool. This includes monitoring annual leave, study leave and sickness, reporting abnormal levels to the Service Manager and ADO.
5. To be responsible for recording all study leave requests ensuring that the rota has been adjusted accordingly.
6.To Manage of doctors rotas, making many adjustments on a daily basis depending on the staffing levels for that day. Work to ensure the junior doctors rotas are EWTD compliant, efficient and effective. Providing electronic copies to doctors in advance of their rotation commencing.
7. To be responsible for the preparation and facilitation of the junior doctor induction programmes, including preparing the handbooks and packs.
8. To liaising with Human Resources and Consultants to ensure that all junior medical staffing recruitment and staffing needs are identified and actioned.
9. Liaising with junior doctors over shift short falls and availability to cover. 10. Ensure sickness records for all junior doctors are up to date. To make sure junior doctors are completing relevant paperwork and working with the Service Manager to identify any need to refer junior doctors to Occupational Health.
11. To be responsible for recording all bookings and details of locum and agency bookings for the Division on appropriate system and internal spreadsheets.
12. Make adjustments to the medical staffing rota to try to ensure in-house locum coverage where possible.
13. To be responsible for reviewing and confirming all timesheets received from medical staff and the locum agencies. This includes validating all medical staffing invoices to ensure that there are no discrepancies.
14. To update the medical staffing lists regularly ensuring that all wards and departments are kept informed of any changes.
15. To provide data to the Service Manager when required in relation to medical staffing expenditure within the Division.
16. To undertake other administrative and support duties required by the Division to ensure high quality services are provided.
17. Line manage junior doctor rota in line with the Trusts HR policies and procedures.
18. To ensure patients receive excellent communication from the administrative team.
19.To ensure clinical office processes support the Trusts 18 week RTT performance targets.
20.To manage an efficient clinical office.
21.Providing cross cover for the clinical office team leader role.
Person Specification
Experience
Essential
- oGood working knowledge of Microsoft packages, including but not limited to: Word, Excel & Outlook. oExperience of using Trust IT systems. oPrevious administration experience within the NHS or a similar environment preferred. oExperience of using computerised data systems.
Qualifications and Further Training
Essential
- oSpecific administrative medical knowledge gained by education or relevant experience equivalent to degree level.
Attitude, Behaviour and Values
Essential
- Attitude, Behaviour and VaoAlways puts patients first. oCustomer service focus. oWilling and able to take personal responsibility. oDemonstrates passion for excellence. oSeeks out and takes opportunities for improving the service offered. oTakes pride in their work and their team. oFlexible in their attitudes and behaviours to support team working and delivery of objectives. oRespects, values and cares for others. oSupports learning and development of self and others. oSupports and promotes equality and diversity.lues
Person Specification
Experience
Essential
- oGood working knowledge of Microsoft packages, including but not limited to: Word, Excel & Outlook. oExperience of using Trust IT systems. oPrevious administration experience within the NHS or a similar environment preferred. oExperience of using computerised data systems.
Qualifications and Further Training
Essential
- oSpecific administrative medical knowledge gained by education or relevant experience equivalent to degree level.
Attitude, Behaviour and Values
Essential
- Attitude, Behaviour and VaoAlways puts patients first. oCustomer service focus. oWilling and able to take personal responsibility. oDemonstrates passion for excellence. oSeeks out and takes opportunities for improving the service offered. oTakes pride in their work and their team. oFlexible in their attitudes and behaviours to support team working and delivery of objectives. oRespects, values and cares for others. oSupports learning and development of self and others. oSupports and promotes equality and diversity.lues
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.
