Job summary
The post holder will support the provision of high quality secretarial and administrative service to the departmental management team including the Heads of Service. The post holder will be responsible for managing the annual leave and study leave booking, co-ordinating the sickness and mandatory training of clinical staff. The post holder will be the first point of contact within the specialty for all Consultants, Specialty Doctors and Specialty Registrars when reporting a non-attendance to work and will be responsible for ensuring this is covered in other ways and escalated as necessary.The role works very closely with the centrally based Junior Doctors Coordinator.
If you're looking for that stepping stone in to management this role will be perfect for you, as well as gaining invaluable knowledge of a very busy and large department within The Trust you will also be given the opportunity to carry out basic level staff management including supporting the Deputy Service Managers with return to work interviews and appraisals.With this role covering a wide range of tasks, this will be something that will be included in the role once the successful candidate has established themselves in the post.
Main duties of the job
Please see internal documents attachment for the job overview and main duties of the job.
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About us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Job description
Job responsibilities
Medical Staffing Leave
- To be the first point of contact for all Consultants, Fellows, Associate Specialists, Specialty Doctors and Specialty Registrars for department induction, annual/study/sick leave and training queries.
- Escalate Unplanned leave to a manager asap. Initiate return to work documentation.
- You must at all times be aware of the importance of maintaining confidentiality of information gained by you during the course of your duties. This will, in many cases include access to personal information relating to service users. You must treat all information in a discreet and confidential manner and keep it secure.
- Has delegated responsibility for approving planned leave up to agreed policy levels, liaising with multidisciplinary teams and Head of Service to ensure specialty is covered.
- Will provisionally decline planned leave with reasons, prior to passing to Head of Service for final decision.
- Ensure the department maintains an accurate records of annual, study and other leave, including the monitoring and recording of expense claims for all Consultants, Fellows, Associate Specialists, Specialty Doctors and Specialty Registrars.
- Plan and coordinate weekly teaching sessions for clinical staff, ensuring rooms are available.
- Advise managers and staff as and when any welfare issues arise including long term illness, maternity leave, retirement etc. according to Trust policies and NHS guidelines, liaising with other departments as required. Instigating initial paperwork as applicable.
- Liaise on a day to day basis with the operational service teams to ensure unforeseen changes that impact the rotas are escalated, resolved and circulated.
Theatre and Clinic Rotation and Timetables
- Maintain the 6 monthly rotation for Specialty Registrars in conjunction with the lead Consultant, ensuring that any amendments are completed in a timely manner and communicated to the relevant staff.
- Keeps up to date and accurate records of leave in the theatre timetable and Eye Casualty rota to allow us to manage gaps in the service which need to be covered to ensure patient safety and reduce the possibility of lost income.
- Creates, maintains and circulates on-call rotas for consultants.
- Attend the weekly theatre scheduling and local PTL meetings as needed.
General
Support departmental management team and Heads of Service with, minute taking, attending meetings and general administrative and clerical duties.
Assist DSM with the line management of administrative team, including conducting staff appraisals and effectively managing sickness including return to work interviews, when required.
Assist DSM with conducting staff appraisals, completing relevant paperwork when complete.
Support with recruitment of new staff, assisting with tests, interview and local induction.
- Make timely decisions on a daily basis relating to a number of issues including organisation and prioritisation of workload. To escalate and communicate with relevant parties as appropriate.
- Demonstrate excellent communication skills with all levels of staff, ensuring that a professional and responsive service to be provided at all times.
- Is responsible for booking mandatory classroom training for all clinicians, wherever possible this is to have little or no effect on their clinical activity.
- Monitors compliance of clinicians mandatory training and escalates any issues to the Head of Service.
- To undertake other specialty specific duties in accordance with Trust policies and procedures.
- Maintains and circulates specialty clinical leave policy.
- Maintains and circulates specialty induction information for new clinicians.
- Any other duties which are deemed appropriate to the role.
To use judgement and initiative to priorities the importance of particular requests with specialty defined guidelines.
Job description
Job responsibilities
Medical Staffing Leave
- To be the first point of contact for all Consultants, Fellows, Associate Specialists, Specialty Doctors and Specialty Registrars for department induction, annual/study/sick leave and training queries.
- Escalate Unplanned leave to a manager asap. Initiate return to work documentation.
- You must at all times be aware of the importance of maintaining confidentiality of information gained by you during the course of your duties. This will, in many cases include access to personal information relating to service users. You must treat all information in a discreet and confidential manner and keep it secure.
- Has delegated responsibility for approving planned leave up to agreed policy levels, liaising with multidisciplinary teams and Head of Service to ensure specialty is covered.
- Will provisionally decline planned leave with reasons, prior to passing to Head of Service for final decision.
- Ensure the department maintains an accurate records of annual, study and other leave, including the monitoring and recording of expense claims for all Consultants, Fellows, Associate Specialists, Specialty Doctors and Specialty Registrars.
- Plan and coordinate weekly teaching sessions for clinical staff, ensuring rooms are available.
- Advise managers and staff as and when any welfare issues arise including long term illness, maternity leave, retirement etc. according to Trust policies and NHS guidelines, liaising with other departments as required. Instigating initial paperwork as applicable.
- Liaise on a day to day basis with the operational service teams to ensure unforeseen changes that impact the rotas are escalated, resolved and circulated.
Theatre and Clinic Rotation and Timetables
- Maintain the 6 monthly rotation for Specialty Registrars in conjunction with the lead Consultant, ensuring that any amendments are completed in a timely manner and communicated to the relevant staff.
- Keeps up to date and accurate records of leave in the theatre timetable and Eye Casualty rota to allow us to manage gaps in the service which need to be covered to ensure patient safety and reduce the possibility of lost income.
- Creates, maintains and circulates on-call rotas for consultants.
- Attend the weekly theatre scheduling and local PTL meetings as needed.
General
Support departmental management team and Heads of Service with, minute taking, attending meetings and general administrative and clerical duties.
Assist DSM with the line management of administrative team, including conducting staff appraisals and effectively managing sickness including return to work interviews, when required.
Assist DSM with conducting staff appraisals, completing relevant paperwork when complete.
Support with recruitment of new staff, assisting with tests, interview and local induction.
- Make timely decisions on a daily basis relating to a number of issues including organisation and prioritisation of workload. To escalate and communicate with relevant parties as appropriate.
- Demonstrate excellent communication skills with all levels of staff, ensuring that a professional and responsive service to be provided at all times.
- Is responsible for booking mandatory classroom training for all clinicians, wherever possible this is to have little or no effect on their clinical activity.
- Monitors compliance of clinicians mandatory training and escalates any issues to the Head of Service.
- To undertake other specialty specific duties in accordance with Trust policies and procedures.
- Maintains and circulates specialty clinical leave policy.
- Maintains and circulates specialty induction information for new clinicians.
- Any other duties which are deemed appropriate to the role.
To use judgement and initiative to priorities the importance of particular requests with specialty defined guidelines.
Person Specification
Training & Qualifications
Essential
- 5 GCSE Passes at grade C or above including Maths & English
- NVQ level 3 or equivalent
- Computer literate to EDCL standard or equivalent
- Evidence of commitment to continued learning or improvement through attendances at courses
Experience
Essential
- At least 2 years Administration and Clerical experience
- Ability to deal confidently with senior managers and clinicians within the Trust
- Experience of working to deadlines
- Proven ability to work with minimum supervision
- Proven track record of multi-tasking in order to meet a variety of conflicting deadlines
- Can complete letters, forms, reports and tables using computerised technology from information collected
Desirable
- Experience of working on a junior doctors rotations
- Knowledge of the Trust information systems
- Knowledge of the department
Communication and relationship skills
Essential
- Must be able to clearly and accurately convey information verbally
- Ability to deal with conflict in a diplomatic and tactful manner
- Develop and maintain constructive working relationships
Analytical and judgement skills
Essential
- Able to use judgement to make decisions in order to solve problems/enquiries
- Uses own initiative
- Works in line with organisational goals and objectives
Planning and Organisation skills
Essential
- Excellent organisational, coordination and prioritising skills
- Demonstrates ability to organise own work schedule
- Manages time effectively , displays initiative and is self-motivated
Physical skills
Essential
- Uses own equipment responsibly
- Frequent use of VDU equipment
- Frequent sitting at a computer
Other requirements specific to the role
Essential
- Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
- Remains calm and co-operative under pressure or in a difficult and uncertain situations
- Displays self confidence, innovation and positive image
Person Specification
Training & Qualifications
Essential
- 5 GCSE Passes at grade C or above including Maths & English
- NVQ level 3 or equivalent
- Computer literate to EDCL standard or equivalent
- Evidence of commitment to continued learning or improvement through attendances at courses
Experience
Essential
- At least 2 years Administration and Clerical experience
- Ability to deal confidently with senior managers and clinicians within the Trust
- Experience of working to deadlines
- Proven ability to work with minimum supervision
- Proven track record of multi-tasking in order to meet a variety of conflicting deadlines
- Can complete letters, forms, reports and tables using computerised technology from information collected
Desirable
- Experience of working on a junior doctors rotations
- Knowledge of the Trust information systems
- Knowledge of the department
Communication and relationship skills
Essential
- Must be able to clearly and accurately convey information verbally
- Ability to deal with conflict in a diplomatic and tactful manner
- Develop and maintain constructive working relationships
Analytical and judgement skills
Essential
- Able to use judgement to make decisions in order to solve problems/enquiries
- Uses own initiative
- Works in line with organisational goals and objectives
Planning and Organisation skills
Essential
- Excellent organisational, coordination and prioritising skills
- Demonstrates ability to organise own work schedule
- Manages time effectively , displays initiative and is self-motivated
Physical skills
Essential
- Uses own equipment responsibly
- Frequent use of VDU equipment
- Frequent sitting at a computer
Other requirements specific to the role
Essential
- Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
- Remains calm and co-operative under pressure or in a difficult and uncertain situations
- Displays self confidence, innovation and positive image
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.