Job summary
Are you on the lookout for a new role?
What will you do?
As part of a collaborative team, your primary responsibility will be managing and coordinating the clinical and operational rotas. Utilizing our online rota system, you will assist staff and workers in accessing and booking shifts across our Urgent Care Services. The position available is part-time, consisting of 26.25 hours per week, spread across all seven days by Four days working and four days off in a 8 week rolling rota. However, we are open to discussing specific shift patterns that align with your availability.
In addition to maintaining the existing staff rotas, you will also be in regular communication with new staff members. This involves organizing training sessions, inductions, and ensuring all necessary paperwork is completed prior to their initial shift.
While liaising with staff and arranging shifts, you will also be responsible for reporting any issues or queries that arise. In some cases, you may need to assist in investigations, such as addressing anticipated shortages in the rotas or identifying patterns of staff tardiness or absence.
Although the majority of your role will revolve around managing the rotas, you will also provide administrative support to the Rota Manager in various tasks, including filing and document preparation. Overall, your contribution as a key team member will be highly valued.
Main duties of the job
The primary purpose of this role is to deliver administrative and clerical services that contribute to the efficient and effective delivery of a patient-focused service. Additionally, you will provide support in delivering an efficient administrative service to the Operations Team. Under the supervision of the Rota Manager, you will be responsible for producing accurate and timely rotas for the PELC (Patient Emergency Liaison Centre). This will involve careful planning to ensure adequate coverage is available for Out of Hours healthcare provision.
About us
The Partnership of East London Cooperatives (PELC) is a not-for-profit organisation delivering Urgent care at four Urgent Treatment centers which are,
- Queens Hospital UTC , Romford
- King George Hospital UTC, Goodmayes
- Barking Hospital UTC, Barking
- Harold Wood UTC, Haroldwood
and
- GP Out of Hours(HomeVisiting) and a service to the Homeless.
The services that PELC provides reach more than 2 million people across North East London and parts of Essex.All our services are regulated by Care Quality Commisson(CQC).
Job description
Job responsibilities
Role Summary
The main objective of this role is to provide administrative and clerical support to ensure the delivery of an efficient and effective patient-focused service. Additionally, you will assist in the smooth running of administrative operations for the Operations Team. Your responsibilities will include producing accurate and timely rotas for the PELC (Patient Emergency Liaison Centre) under the supervision of the Rota Manager. This will involve planning the service for operational staff, ensuring adequate coverage for Out of Hours healthcare provision.
Main Duties & Responsibilities
Rotas Management
- Utilize rostering software database to prepare, upload, allocate, and distribute clinician rotas.
- Make adjustments to the rota seasonally and accommodate any special commissioner requirements as instructed.
- Fill gaps in clinician rotas weekly or daily as needed, addressing immediate staffing needs.
- Collaborate with operational managers to gather relevant inputs for configuring staff rotas and produce timely schedules that match resource requirements across all PELC sites.
- Ensure accurate rota information is updated on the Rota Master for payroll purposes.
- Manage the completion of the professional team manpower plan in a timely and accurate manner.
- Coordinate with Compliance Administrator to ensure all staff are fully trained before their first shift.
- Build relationships with operational staff to facilitate filling of sessions on short notice.
- Utilize computer systems such as Excel, Word, Rota Master, and Adastra effectively.
- Stay updated on new protocols and procedures, attending regular training and refresher sessions as required.
- Perform other administrative tasks as directed by the Rota Manager.
- Ensure fair and equitable allocation of shifts with an auditable trail.
- Communicate accepted or rejected requests in a timely and effective manner.
Administrative Duties
- Demonstrate excellent organizational skills and the ability to prioritize workload, adapting to changing demands.
- Serve as the first point of contact for callers, whether in person or over the phone, ensuring their needs are met or appropriately referred.
- Take messages, transfer calls, and promptly notify managers of urgent problems.
- Respond to internal and external inquiries, setting expectations for resolution timelines and responsible personnel.
- Maintain confidentiality of received information and manage challenging behavior.
- Cultivate positive working relationships with employees, operational and senior management, and staff across PELC sites.
- Enter information accurately into spreadsheets and databases following PELC policies and procedures.
- Take minutes during team meetings.
- Carry out general office duties, including filing, photocopying, scanning, and emailing.
- Use Microsoft Outlook for message management and diary coordination.
- Work both independently and as a team player, making confident decisions in the absence of constant supervision.
- Demonstrate strong interpersonal and communication skills.
- Operational experience within the out-of-hours environment is desirable.
- Utilize databases and spreadsheets for information recording and retrieval.
- Adhere to agreed standards and protocols for documentation.
Recruitment of Working GPs
- Coordinate the appointment process for self-employed GPs applying to work PELC sessions, including IT system setup and induction arrangements.
Job description
Job responsibilities
Role Summary
The main objective of this role is to provide administrative and clerical support to ensure the delivery of an efficient and effective patient-focused service. Additionally, you will assist in the smooth running of administrative operations for the Operations Team. Your responsibilities will include producing accurate and timely rotas for the PELC (Patient Emergency Liaison Centre) under the supervision of the Rota Manager. This will involve planning the service for operational staff, ensuring adequate coverage for Out of Hours healthcare provision.
Main Duties & Responsibilities
Rotas Management
- Utilize rostering software database to prepare, upload, allocate, and distribute clinician rotas.
- Make adjustments to the rota seasonally and accommodate any special commissioner requirements as instructed.
- Fill gaps in clinician rotas weekly or daily as needed, addressing immediate staffing needs.
- Collaborate with operational managers to gather relevant inputs for configuring staff rotas and produce timely schedules that match resource requirements across all PELC sites.
- Ensure accurate rota information is updated on the Rota Master for payroll purposes.
- Manage the completion of the professional team manpower plan in a timely and accurate manner.
- Coordinate with Compliance Administrator to ensure all staff are fully trained before their first shift.
- Build relationships with operational staff to facilitate filling of sessions on short notice.
- Utilize computer systems such as Excel, Word, Rota Master, and Adastra effectively.
- Stay updated on new protocols and procedures, attending regular training and refresher sessions as required.
- Perform other administrative tasks as directed by the Rota Manager.
- Ensure fair and equitable allocation of shifts with an auditable trail.
- Communicate accepted or rejected requests in a timely and effective manner.
Administrative Duties
- Demonstrate excellent organizational skills and the ability to prioritize workload, adapting to changing demands.
- Serve as the first point of contact for callers, whether in person or over the phone, ensuring their needs are met or appropriately referred.
- Take messages, transfer calls, and promptly notify managers of urgent problems.
- Respond to internal and external inquiries, setting expectations for resolution timelines and responsible personnel.
- Maintain confidentiality of received information and manage challenging behavior.
- Cultivate positive working relationships with employees, operational and senior management, and staff across PELC sites.
- Enter information accurately into spreadsheets and databases following PELC policies and procedures.
- Take minutes during team meetings.
- Carry out general office duties, including filing, photocopying, scanning, and emailing.
- Use Microsoft Outlook for message management and diary coordination.
- Work both independently and as a team player, making confident decisions in the absence of constant supervision.
- Demonstrate strong interpersonal and communication skills.
- Operational experience within the out-of-hours environment is desirable.
- Utilize databases and spreadsheets for information recording and retrieval.
- Adhere to agreed standards and protocols for documentation.
Recruitment of Working GPs
- Coordinate the appointment process for self-employed GPs applying to work PELC sessions, including IT system setup and induction arrangements.
Person Specification
Qualifications
Essential
- 5 GCSE passes including English & Maths or equivalent experience
- NVQ Level III in administration or equivalent experience
Experience
Essential
- At least 1 years experience of dealing with the public, by phone or in person
- Experience of office/ administrative work
- Familiarity with IT systems and computers
- Experience of working with spreadsheets & databases.
Desirable
- The post holder will be fully computer literate and be able to manipulate data base information as required.
- In addition exceptional communication and influencing skills will be required to facilitate the provision of adequate and effective rota cover.
- The post holder needs to demonstrate excellent organisational skills and the ability to prioritise workload with a flexible approach to ever changing demands.
Skills & Abilities
Essential
- Confident at intermediate level in a range of software packages; Excel, Word, Excel PowerPoint, Outlook
- Excellent verbal and written communication skills, including on the phone
- Uses initiative to solve problems and has the ability to work independently
- Deals with people in a calm and confident manner
- Able to work under pressure and remain calm
- Follows policies and procedures and works accurately with attention to detail
- Able to organise and prioritise own workload within organisational guidelines
- Able to set up and organise effective systems and processes
- Ability to undertake work outside normal working hours by arrangement on an ad-hoc basis.
- Ability to work with people from a range of backgrounds and cultures in a respectful manner
Person Specification
Qualifications
Essential
- 5 GCSE passes including English & Maths or equivalent experience
- NVQ Level III in administration or equivalent experience
Experience
Essential
- At least 1 years experience of dealing with the public, by phone or in person
- Experience of office/ administrative work
- Familiarity with IT systems and computers
- Experience of working with spreadsheets & databases.
Desirable
- The post holder will be fully computer literate and be able to manipulate data base information as required.
- In addition exceptional communication and influencing skills will be required to facilitate the provision of adequate and effective rota cover.
- The post holder needs to demonstrate excellent organisational skills and the ability to prioritise workload with a flexible approach to ever changing demands.
Skills & Abilities
Essential
- Confident at intermediate level in a range of software packages; Excel, Word, Excel PowerPoint, Outlook
- Excellent verbal and written communication skills, including on the phone
- Uses initiative to solve problems and has the ability to work independently
- Deals with people in a calm and confident manner
- Able to work under pressure and remain calm
- Follows policies and procedures and works accurately with attention to detail
- Able to organise and prioritise own workload within organisational guidelines
- Able to set up and organise effective systems and processes
- Ability to undertake work outside normal working hours by arrangement on an ad-hoc basis.
- Ability to work with people from a range of backgrounds and cultures in a respectful manner
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.
