Job summary
This post will be responsible for the day to day management of staffing rotas
This post will ensure excellent planning, negotiating and organisation to provide adequate staffing cover, including any staff with external contractual commitments.
Ensure all information is secure, and confidentiality of information is maintained at all times.
Ensure appropriate and adequate training is provided to all endoscopy administrative staff using the training competency framework and working in with Trust policies and procedures.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Completing the 6/4/2 meetings for room bookings
Proactively plan rotas, liaising and effectively communicating with the lead clinician, consultants, junior doctors and managers
Update scheduler and completing all rotas for procedure rooms in endoscopy
Attending meetings with the teams and clinicians
Provide efficient, flexible, high-quality training for endoscopy administrative staff to ensure use of various local systems
Ensure compliance with local administration policies
Develop and deliver comprehensive induction packages for new members of staff, supporting with competencies and development plans
To remain up to date with local and national policies and ensure that information is disseminated as appropriate
Develop and deliver programmes of training to administrative staff
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
ROTA
Collate the endoscopy rota/room allocation from specialty team plans and keep an accurate record.
Collate the Nurse Endoscopist annual leave, keep an accurate record and arrange for cover where required.
Allocate the Clinical Endoscopists lists adhering to the guidelines.
Be reactive to day-to-day issues such as Endoscopist or Nurse sickness establishing cover by contacting Endoscopists directly through e-mail, bleep and phone etc.
Proactively liaise with Endoscopists when cover is required for empty sessions and escalate if there are capacity issues.
To monitor the allocation of lists for different purposes making sure that there is adequate inpatient cover and that the outpatient cover is balanced to meet capacity and demand, based on the latest priorities of the service.
To liaise with the Admin Team Leader, Clinical Admin Manager and Support Manager.
Load the rota onto Scheduler and keep the rota spreadsheet accurate.
Do a weekly rota check with all of the specialities and update rota leads with any inconsistencies.
To add the telephone preassessment clinics to IPM and keep the spreadsheet up to date.
To liaise with the Training Manager regarding dedicated training lists and support with the trainee rota.
To report any inaccuracies on Scheduler for the endoscopists to the IT Manager so that there is a thorough housekeeping system in place.
Ensure that a clear understanding is obtained surrounding Data Quality, Data Protection and Patient Information Management system (iPM), EndoVault and to be able to work within these guidelines at all times.
For further information please see the attached JD & PS
Job description
Job responsibilities
ROTA
Collate the endoscopy rota/room allocation from specialty team plans and keep an accurate record.
Collate the Nurse Endoscopist annual leave, keep an accurate record and arrange for cover where required.
Allocate the Clinical Endoscopists lists adhering to the guidelines.
Be reactive to day-to-day issues such as Endoscopist or Nurse sickness establishing cover by contacting Endoscopists directly through e-mail, bleep and phone etc.
Proactively liaise with Endoscopists when cover is required for empty sessions and escalate if there are capacity issues.
To monitor the allocation of lists for different purposes making sure that there is adequate inpatient cover and that the outpatient cover is balanced to meet capacity and demand, based on the latest priorities of the service.
To liaise with the Admin Team Leader, Clinical Admin Manager and Support Manager.
Load the rota onto Scheduler and keep the rota spreadsheet accurate.
Do a weekly rota check with all of the specialities and update rota leads with any inconsistencies.
To add the telephone preassessment clinics to IPM and keep the spreadsheet up to date.
To liaise with the Training Manager regarding dedicated training lists and support with the trainee rota.
To report any inaccuracies on Scheduler for the endoscopists to the IT Manager so that there is a thorough housekeeping system in place.
Ensure that a clear understanding is obtained surrounding Data Quality, Data Protection and Patient Information Management system (iPM), EndoVault and to be able to work within these guidelines at all times.
For further information please see the attached JD & PS
Person Specification
Qualifications
Essential
- oNVQ Level 3 in relevant subject or equivalent demonstrable experience
- oProven evidence of continuing professional development
Knowledge & Experience
Essential
- oDemonstrable experience at using office software packages such as Microsoft Excel, Word, Teams and PowerPoint.
- oCommunication and interpersonal skills
- oPrevious demonstrable experience of working in an office environment or secretarial/administration role
Desirable
- oDemonstrable experience within an NHS hospital environment
- oPrevious quality or non-patient facing administration role experience
Aptitude and Abilities
Essential
- oGood communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- oAbility to deal with data and analyse to understand patterns and trends
- oExcellent interpersonal skills
Desirable
- oAccuracy and attention to detail
- oDemonstrates an understanding of the importance of confidentiality
Person Specification
Qualifications
Essential
- oNVQ Level 3 in relevant subject or equivalent demonstrable experience
- oProven evidence of continuing professional development
Knowledge & Experience
Essential
- oDemonstrable experience at using office software packages such as Microsoft Excel, Word, Teams and PowerPoint.
- oCommunication and interpersonal skills
- oPrevious demonstrable experience of working in an office environment or secretarial/administration role
Desirable
- oDemonstrable experience within an NHS hospital environment
- oPrevious quality or non-patient facing administration role experience
Aptitude and Abilities
Essential
- oGood communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- oAbility to deal with data and analyse to understand patterns and trends
- oExcellent interpersonal skills
Desirable
- oAccuracy and attention to detail
- oDemonstrates an understanding of the importance of confidentiality
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
