Workforce Admin

Job description

Job responsibilities

DHU Health Care LLR

Job description and person specification

Job description

Job Title: Workforce Administrator

Base: Anstey Frith House Leicester

Accountable to: Operational Manager Operations LLR

Responsible to: Workforce Manager

JOB SUMMARY

The post holder will be part of a team based in Anstey Frith House, Leicester. The post holder will participate in maintaining a centralised rota management (rotamaster) system for the operational purpose and provide an administrative service to support service delivery. Computer systems will be used to capture rota information. The Workforce Administrator will be part of a multi-professional / skilled team including medical, clinical and support staff providing accessible services to the population across Leicester, Leicestershire & Rutland.

A commitment to a quality service and excellence in all that DHU Health Care CIC undertakes are integral to the role and the development of the service.

It may be necessary to undertake rota administration duties at any site, within DHU.

The post holder will participate in promoting and advancing DHU Health Care CIC.

Key responsibilities

Rotas

• Pro-actively ensure that staffing requirements within DHU Operations and Clinical Services are met by maintaining an effective / efficient rota system.
• Perform any administrative tasks supporting the creating, collation and completion of rotas within DHU, as required.
• Communicate efficiently with all personnel covered by the rota system to ensure clarity of working times and arrangements, in order to maintain financial viability of service.
• Assisting with the maintenance of a centralised rota/staff database to facilitate joined up working with other departments within DHU i.e. finance, human resources etc.
• Provide detailed and accurate management information from the rota/staff databases, when requested.
• Maintain/update the rota website and upload details on a daily basis to ensure efficiency of service is maintained.
• Ensure that the appointment systems for the DHU bases and peripherals are maintained and kept up to date.
• Notify Workforce Manager of any efficiency that could be made within the provision of service to facilitate quality improvement within the organisation.
• Deal appropriately with instructions and queries from surgery staff, clinicians and outside agencies and escalate to management where appropriate.
• Accurately record leave and sickness on the database in order to provide information to support the human resource and finance departments and make the need for manual timesheets obsolete.
• Liaise pro-actively with appropriate DHU management regarding problems filling / covering the rotas and assist in finding solutions.
• Assist the Workforce Manager with the administration of additional tasks.
• Be aware, at all times, of the financial impact of over resourcing and the operational effect to patients and staff of under resourcing and assist the Workforce Manager in maintaining the correct balance between the two.

General Duties

Perform general administrative and clerical duties and maintain manual/computerised records as required by management.

Adhere to all procedures, protocols and other relevant memorandum as appropriate.

Provide assistance to new members of staff to ensure the maintenance of a high quality service.

Attend training and meetings as and when required to do so by Management.

Maintain strict confidentiality in relation to all issues concerned within the service and adhere to the requirements of the Data Protection Act 1984.

Provide cover for sickness, bank holidays, annual leave, etc for any associated member of staff, as requested.

Adhere to Health and Safety Policy.

Communicate outstanding issues to your manager or senior co-ordinator before going off duty.

Notify Line Manager/s immediately of any circumstances which may affect the provision of a high quality service.

Maintain a tidy work environment at all times.

Organise and prioritise effectively own work schedule and work with minimum supervision.

Answering all calls in a timely, efficient and courteous manner.

Keeping our patients, the public and ourselves safe and well is part of every role in DHU. To maintain high levels of safety all staff are encouraged to openly report incidents and any risk identified in Datix or where not possible to use Datix to report through the Shift report.

Communications and Working Relationships

• Staff within DHU Health Care CIC, related organisations and local GP surgeries.
• Clinical and managerial staff and participating Clinical Commissioning Groups.
• Clinical and other appropriate staff in local primary and secondary care services.
• Out of Hours and other related services within the local health economy.

The job description may be subject to review over time in discussion with the post-holder.

It is expected that this post holder will work flexibly according to the needs of the service.

This job description is not exhaustive and it is expected that the post holder will be flexible in their approach, and undertake any reasonable duties as requested by Management / Directors.

Values, behaviours and principles

We are always:

Compassionate we show kindness, consideration and understanding in everything we do and demonstrate our caring nature to our patient, people and communities

Accomplished we are available day and night a response, adaptable, professional NHS partner, providing the best advice, care and treatment for every individual

Respectful we recognise the value that individual and team difference bring welcoming views, listening, being honest, and learning from others experiences

Encouraging we believe everyone matters, so we inspire confidence in other promoting speaking up, fostering career-long learning and development, and supporting improvement ideas

Person Specification

Experience

Essential

• 6 months suitable experience of a busy office environment
• Proven ability to communicate with a variety of people
• Experience of IT systems and Microsoft office programs.
• Proven organisational skills

Desirable

• NHS experience. Experience of rotering
• Experience of maintaining databases
• Proficient and competent in the use of ROTAMASTER

Qualifications

Essential

• 4 GCSEs Grades A-C or Equivalent, including English & Maths

Desirable

• A levels, GCSE/A Level IT
• Excel qualification

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.

Employer details

Employer name

DHU Healthcare

Address

Leicestershire County Council

Leicester Road

Glenfield

Leicester

LE3 8RN

Employer's website

http://www.dhuhealthcare.com/ (Opens in a new tab)