Job summary
An opportunity has arisen for a Rota Administrator role within the Foundry team. This role is essential in managing staff rotas using theTempo digital workforce platform, acting as the main point of contact for staffing queries, and ensuring services run efficiently through effective workforce planning.
Main duties of the job
The post holder will act as point of contact for operational staffing and workforce queries and be responsible for the organisation and management of staff rotas utilising our digital workforce platform Tempo. Working proactively with key members of the Foundry team, you will build and implement clinical rotas, predict and pre-empt workforce capacity issues and proactively mitigate risks by the creative and flexible use of workforce and room capacity.
About us
Foundry is an
innovative single Practice PCN working from 4 sites across the Lewes and
Ringmer area of East Sussex and serving a population of circa 28,500. The Practice has received national acclaim
for transforming its primary care model and development of Tempo, an innovative
demand and capacity management/e-rostering tool for General Practice.
https://tempo.gpnetworks.co.uk/
Independent
evaluation demonstrates we deliver better health outcomes for our complex
patients and pride ourselves in an organisational culture which acknowledges,
develops and values all our team members contribution equally, leading to a
higher level of staff satisfaction.
Job description
Job responsibilities
Key Duties/Responsibilities
- Act as a point of contact for staff and service managers in relation to a range of medical workforce queries.
- With key colleagues, strategically plan, build and implement rotas for Doctors, Nurses and other Foundry staff as appropriate utilising the Tempo e-rostering system.
- Support the Senior Rota Co-ordinater, Ops Lead and Lead Nurse Manager with clinical rotas and rota design.
- Contribute to the effective day to day running of the rotas, following standard operating procedures and highlighting any issues of concern to the Ops, Nursing and Clinical Leads.
5. Inform Clinical and Ops/Nursing Leads of potential staffing problems, and act upon their instructions to rectify these.
- Proactively manage and update clinical rotas daily should changes need to be made
- Explain and guide staff and managers through Tempo and its functionality.
- Assist in the development and continuous improvement and deployment of Tempo in line with Foundrys requirements.
- Liaise on issues such as sickness absence, compassionate leave etc as required,
- Ensure accurate and up to date records of annual leave, unpaid leave, sickness absence and study leave relating to medical staff are recorded on Tempo. Liaise with line managers, HR and Finance managers as appropriate around the validation of leave and/or overtime for payment.
- Manage and support Medical or other clinical students /trainees ensuring they receive a full induction programme.
- Take financial responsibility for checking of documents relating to locum staff .
- Contribute to the maintenance of central filing systems for the medical workforce team, both electronic and paper format, ensuring all information is kept up to date
- Contribute to the wider remit of the Clinical Ops and HR directorates enabling the further streamlining and automation of work where possible.
- Support the development of team processes, identifying opportunities to improve the service, including new and innovative ways of working and the implementation of technology.
- Identify and escalate clinical sickness or absence issues to line managers and HR for action.
- Be responsible for self-development of skills and competencies through participation in training and development activities and to maintain up to date professional knowledge relevant to the post.
- Develop and maintain effective working relationships with colleagues across the Foundry.
This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after consultation with the post-holder to meet the changing needs of the service
Job description
Job responsibilities
Key Duties/Responsibilities
- Act as a point of contact for staff and service managers in relation to a range of medical workforce queries.
- With key colleagues, strategically plan, build and implement rotas for Doctors, Nurses and other Foundry staff as appropriate utilising the Tempo e-rostering system.
- Support the Senior Rota Co-ordinater, Ops Lead and Lead Nurse Manager with clinical rotas and rota design.
- Contribute to the effective day to day running of the rotas, following standard operating procedures and highlighting any issues of concern to the Ops, Nursing and Clinical Leads.
5. Inform Clinical and Ops/Nursing Leads of potential staffing problems, and act upon their instructions to rectify these.
- Proactively manage and update clinical rotas daily should changes need to be made
- Explain and guide staff and managers through Tempo and its functionality.
- Assist in the development and continuous improvement and deployment of Tempo in line with Foundrys requirements.
- Liaise on issues such as sickness absence, compassionate leave etc as required,
- Ensure accurate and up to date records of annual leave, unpaid leave, sickness absence and study leave relating to medical staff are recorded on Tempo. Liaise with line managers, HR and Finance managers as appropriate around the validation of leave and/or overtime for payment.
- Manage and support Medical or other clinical students /trainees ensuring they receive a full induction programme.
- Take financial responsibility for checking of documents relating to locum staff .
- Contribute to the maintenance of central filing systems for the medical workforce team, both electronic and paper format, ensuring all information is kept up to date
- Contribute to the wider remit of the Clinical Ops and HR directorates enabling the further streamlining and automation of work where possible.
- Support the development of team processes, identifying opportunities to improve the service, including new and innovative ways of working and the implementation of technology.
- Identify and escalate clinical sickness or absence issues to line managers and HR for action.
- Be responsible for self-development of skills and competencies through participation in training and development activities and to maintain up to date professional knowledge relevant to the post.
- Develop and maintain effective working relationships with colleagues across the Foundry.
This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after consultation with the post-holder to meet the changing needs of the service
Person Specification
Experience
Essential
- Experience working in a busy office environment, preferably in HR or Medical Workforce.
- Ability to prioritise, plan and focus on deadlines
- Ability to overcome barriers and blockages by being solution focussed
- Attention to detail
- Good organisational skills
- Ability to gather, analyse and report upon a range of data and information
- Excellent verbal written communications skills
- Excellent interpersonal skills
- Negotiation and persuasion skills
Desirable
- Experience working in a busy office environment, preferably in HR or Medical Workforce.
- Ability to work on own initiative
- Organised and methodical
- Professional manner
- Customer focused
- Innovative
Qualifications
Essential
- 5 GCSEs A-C or equivalent experience
- Level 4 qualification (diploma/ NVQ ) or equivalent experience
Desirable
- Competency in Microsoft Office
- Computer literate
Person Specification
Experience
Essential
- Experience working in a busy office environment, preferably in HR or Medical Workforce.
- Ability to prioritise, plan and focus on deadlines
- Ability to overcome barriers and blockages by being solution focussed
- Attention to detail
- Good organisational skills
- Ability to gather, analyse and report upon a range of data and information
- Excellent verbal written communications skills
- Excellent interpersonal skills
- Negotiation and persuasion skills
Desirable
- Experience working in a busy office environment, preferably in HR or Medical Workforce.
- Ability to work on own initiative
- Organised and methodical
- Professional manner
- Customer focused
- Innovative
Qualifications
Essential
- 5 GCSEs A-C or equivalent experience
- Level 4 qualification (diploma/ NVQ ) or equivalent experience
Desirable
- Competency in Microsoft Office
- Computer literate
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.