University Hospitals Sussex NHS Foundation Trust (279)
University Hospitals Sussex NHS Foundation Trust is recruiting for an administrator to support the co-ordination of the 24/7 Spinal and Neurosurgery Service. This role will be part of the Major Neurosurgery and Plastics administration team in the new Louisa Martindale Site. The post is for a Rota Coordinator to oversee that all clinical duties are covered, ensuring delivery of the clinical services with an equitable mix of skill mix and banding, escalating any uncovered sessions with the patient access manager and linking with the clinical leads of Neurosurgery and Spinal Surgery, escalating to the clinical director and directorate leadership team issues. Consequently, this role will suit an experienced and confident administrator who can build rapport with the consultant team and meet the deadlines of rota co-ordination. Set up systems as early warning signals where cover is not provided and ensure monitoring of fair internal cover in times of absence, offering advice and support to the management on the production of the rota.
Main duties of the job
Responsible for working with the Patient Access Manager and Team alongside the consultant body as determined by the needs of the service, including production and co-ordination of the Neurosurgery and support staff rota for all clinical areas and co-ordinating cover for short- and long-term absence and annual leave. In liaison with management, HR, and the education team, ensure the co-ordination and administration of orientation programmes for new staff and facilitate the achievement of attendance at required training for staff.
Staff are able to work flexibly in Neurosurgery Spine and Major Trauma administration. However, there needs to be an administrative presence in the hospital during standard working hours. Colleagues need to work flexibly with each other to ensure this is achieved. Specifically, as rota co-ordinator, a degree of home working is possible, but regular presence in the office is also required to support the clinical team and colleagues.
Neurosurgery and Spine are teaching specialities, and there is a medical rotation in mid-August; please expect to be busy in the run-up to the rotation.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff, which is extensive and designed to support you when you need it - because we know that to look after others, we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching, and training so that we can be the best we can be. From the moment you start with us and throughout your career, we will help you to grow and develop. We hope that in choosing UHSussex, you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job responsibilities
Communications
To communicate complex information (e.g., communicating a change to hospital policy, or staff numbers, etc.) to other departments within the hospital, overcoming significant barriers using a high level of interpersonal and persuasive skills.
To act as rota and absence management administrator and to attend relevant meetings and courses to discuss current and future issues. To implement changes to policies, procedures, upgrades, and functionality in the area of responsibility.
To train administration staff on relevant systems to ensure accurate capture of absence and clinical duties and ensure correct data input on the system, as defined by local protocols.
To attend meetings relevant to the role of an administrator within the Major Trauma, Neurosurgery, and Spinal Directorate.
To attend, if required, clinical Directorate management meetings and where necessary present a summary report on the absence management for the services.
To take action to resolve problems occurring within the Neurosurgery and Spine staffing in regard to template and skill mix.
Responsibilities
To work in collaboration with the Operations Managers in the annual capacity/demand planning for clinical services.
To provide monthly statistical reports on absence to the Operational Manager.
To ensure HR and UHSussex Policies are adhered to in terms of absence management.
Constantly review working practices in the rota management and absence management and liaise with HR to identify where operational improvements can be made.
To act as a contact point and advisor for rolling out the absence management and rotas of midwifery staff across the Trust.
To work closely with the Operational Managers and HR in matters relating to rota management.
Responsibility for producing an efficient and effective rota management and absence management system for the Urology staff within the Division in conjunction with wider Trust developments.
To work with the Operational Urology Manager to review bank spend across the Division.
To manage the rota management and absence management systems.
Responsible for the appropriate and equitable distribution of nights and weekends cover across the staff within the services.
To set up a system for the management of annual leave for Doctors and support staff to provide consistent clinical provision to the hospital.
To provide weekly duty rotas detailing appropriate levels of staffing for the clinical services within Urology.
To collect, analyse, and interpret statistical performance information relevant to activity within the W&C clinical services.
To advise the Operational Urology Managers of any issues relating to clinical provision for the clinical services in Urology when necessary.
Person Specification
* Knowledge of Microsoft Suite's (Excel, Word)
* 5 GCSEs (A-C) or equivalent, including English and Maths.
* Educated to at least NVQ Level 3 or equivalent level of competency. Keyboard skills to RSA Level 3 or equivalent.
* Experience of working within a team.
* Demonstrated knowledge and awareness of clerical and administrative procedures and systems.
* Knowledge and awareness of confidentiality issues relating to the Data Protection Act and Computer Misuse Act.
Equality, Diversity, and Inclusion
* Evidence of having championed diversity in previous roles (as appropriate to role).
* Evidence of having undertaken own development to improve understanding of equalities issues.
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.
£26,530 to £29,114 a year, pro rata.
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