Job summary Welcome to FCMS We are seeking a dedicated and detail-oriented individual to fulfil the role of Administration Support for our busy rota team. You will be working within the Integrated Urgent Care Rota Team, taking a supportive role within team. Pay: £12.07 per hour Hours: 30 Hours over 5 days Main duties of the job The main responsibilities will be to support the Rota Co Ordinator in maintaining the 24/7 clinical and non-clinical staff rotas for the Integrated Urgent Care System. About us The ethos of FCMS as a social enterprise, health and wellbeing services provider is to be passionate in its drive to ensure that patients and callers remain the central focus of all that it does. Coupled with excellent and well-established clinical governance systems and extremely effective operational expertise, it has meant that the company has the ability to strategically visualise, develop, and implement award winning services. Over many years we have invested in our staff so that we have a core team of highly trained individuals who can manage the needs of our patients and callers. Our staff are able to significantly improve the service delivery and user experience due to their considerable experience and commitment to what they do. Date posted 20 January 2025 Pay scheme Other Salary £12.07 an hour Contract Permanent Working pattern Part-time Reference number U0051-25-0008 Job locations Newfield House Vicarage Lane Blackpool Lancashire FY4 4EW Job description Job responsibilities Day to Day Duties to include, but not exhausted: Update the rota system in really time Inputting prewritten clinical and non-clinical rotas Organising availabilities. Keeping accurate records of sickness and annual leave Updating spreadsheets/data basis accurately Adjusting shifts and adding pay related adjustments to the rota Identifying gaps, working to cover these using innovative ways to move staffing around with minimal disruption to the service. Monitoring and maintaining the Rota Teams central email inbox. Answering email/text/phone enquiries where appropriate. Completing Staffing plans Agency Confirmations Completing electronic timesheets. Annual Leave admin duties Completing shift Logs Assist with Registrar bookings Assist with agency CV flow Assist with cascading information to the teams Information Governance: To understand the important of Information Governance and maintain the IG Toolkit on an annual basis. Maintain accurate and comprehensive statistical information, ensuring legal and local requirements are met. Understanding and adherence to all FCMS/PDS policies and procedures. Staff are to report any safeguarding concerns to managers on site and follow usual processes if become aware of any. Safeguarding is everyones responsibility. To ensure confidentiality on all matters relating to information obtained during employment and not to release such information to anyone else other than those acting in an official capacity. Relationships & Business Development: Assist with the implementation of strategies to increase efficiency, maintain quality, and ensure continuous improvement to the services being delivered. Develop and maintain constructive relationships with a broad range of internal and external stakeholders including clinicians, agencies & provider organisations to help ensure that the patients wellbeing is central to all our work. Where necessary relevant training in the operation of new or unfamiliar equipment, software procedures will be provided or arranged. This Job Description will be periodically reviewed in the light of developing work requirements. This is an evolving role and therefore, these duties are not exhaustive. The role may change via discussion between the post-holder line managers. The individual in post will be expected to contribute towards that revision. The post holder will be expected to attend any necessary courses that provide relevant training. General: To have responsibility for Health and Safety and welfare of others in the working environment, to follow safe working practices and to always comply with local Safety Policies and Procedures. To observe national and local policies and procedures in respect of: oFire oData Protection Act oBasic Life Support oInfection Control Disability Confident Employer - As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy The organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment. You will be expected to fulfil your mandatory safeguarding training at the level applicable to this role. This post is subject to the Rehabilitation of Offenders Act (Exemption 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. This will require three forms of valid ID to be produced and verified. The onboarding process is also subject to an Occupational Health check, suitable professional references and eligibility to work in the UK (with the requirement to provide relevant documentation as evidence). We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible. Job description Job responsibilities Day to Day Duties to include, but not exhausted: Update the rota system in really time Inputting prewritten clinical and non-clinical rotas Organising availabilities. Keeping accurate records of sickness and annual leave Updating spreadsheets/data basis accurately Adjusting shifts and adding pay related adjustments to the rota Identifying gaps, working to cover these using innovative ways to move staffing around with minimal disruption to the service. Monitoring and maintaining the Rota Teams central email inbox. Answering email/text/phone enquiries where appropriate. Completing Staffing plans Agency Confirmations Completing electronic timesheets. Annual Leave admin duties Completing shift Logs Assist with Registrar bookings Assist with agency CV flow Assist with cascading information to the teams Information Governance: To understand the important of Information Governance and maintain the IG Toolkit on an annual basis. Maintain accurate and comprehensive statistical information, ensuring legal and local requirements are met. Understanding and adherence to all FCMS/PDS policies and procedures. Staff are to report any safeguarding concerns to managers on site and follow usual processes if become aware of any. Safeguarding is everyones responsibility. To ensure confidentiality on all matters relating to information obtained during employment and not to release such information to anyone else other than those acting in an official capacity. Relationships & Business Development: Assist with the implementation of strategies to increase efficiency, maintain quality, and ensure continuous improvement to the services being delivered. Develop and maintain constructive relationships with a broad range of internal and external stakeholders including clinicians, agencies & provider organisations to help ensure that the patients wellbeing is central to all our work. Where necessary relevant training in the operation of new or unfamiliar equipment, software procedures will be provided or arranged. This Job Description will be periodically reviewed in the light of developing work requirements. This is an evolving role and therefore, these duties are not exhaustive. The role may change via discussion between the post-holder line managers. The individual in post will be expected to contribute towards that revision. The post holder will be expected to attend any necessary courses that provide relevant training. General: To have responsibility for Health and Safety and welfare of others in the working environment, to follow safe working practices and to always comply with local Safety Policies and Procedures. To observe national and local policies and procedures in respect of: oFire oData Protection Act oBasic Life Support oInfection Control Disability Confident Employer - As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy The organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment. You will be expected to fulfil your mandatory safeguarding training at the level applicable to this role. This post is subject to the Rehabilitation of Offenders Act (Exemption 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. This will require three forms of valid ID to be produced and verified. The onboarding process is also subject to an Occupational Health check, suitable professional references and eligibility to work in the UK (with the requirement to provide relevant documentation as evidence). We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible. Person Specification Specific Job Requirements Essential Extended periods working on a computer and on the phone Other Essential Being able to work with our corporate values. Enthusiastic and positive Approachable Team Player Always aims for excellence. Ability to produce creative solutions to issues. Evidence of drive for improvement Skills, Knowledge & Competencies Essential Organised Attention to detail. Work within a pressured environment at times. Negotiation and influencing skills. Communication skills (verbal and written) Be able to priorities. Ability to work to deadlines. IT skills Qualifications Desirable Educated to GCSE/O Level standard including English Language and Mathematics or equivalent training or healthcare related qualification. Experience Essential Admin Experience Data Input Information Governance understanding and awareness. Experience of working with IT systems Able to demonstrate effective partnership/team working Desirable Previous Rota Experience Experience of RotaMaster or similar rota management system Clinical governance understanding and awareness. Experience in a role working or liaising with clinicians Person Specification Specific Job Requirements Essential Extended periods working on a computer and on the phone Other Essential Being able to work with our corporate values. Enthusiastic and positive Approachable Team Player Always aims for excellence. Ability to produce creative solutions to issues. Evidence of drive for improvement Skills, Knowledge & Competencies Essential Organised Attention to detail. Work within a pressured environment at times. Negotiation and influencing skills. Communication skills (verbal and written) Be able to priorities. Ability to work to deadlines. IT skills Qualifications Desirable Educated to GCSE/O Level standard including English Language and Mathematics or equivalent training or healthcare related qualification. Experience Essential Admin Experience Data Input Information Governance understanding and awareness. Experience of working with IT systems Able to demonstrate effective partnership/team working Desirable Previous Rota Experience Experience of RotaMaster or similar rota management system Clinical governance understanding and awareness. Experience in a role working or liaising with clinicians 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 FCMS Address Newfield House Vicarage Lane Blackpool Lancashire FY4 4EW Employer's website http://www.fcms-nw.co.uk/ (Opens in a new tab)