Job summary
The purpose of this role is to contribute to the efficient running of anaesthetic services by undertaking rota management, administration, personnel and secretarial work for the department as required. The post-holder will be required to work at any site used by BSUH. Ordinarily the post-holder's time will be routinely split between the Royal Sussex County Hospital, Brighton, and Princess Royal Hospital, Haywards Heath sites.
The context for this role is that the anaesthetic department, comprised of approximately 96 consultant anaesthetists, 65 trainee anaesthetists, supported by a small administrative team, is responsible for covering some 15,000+ theatre sessions per year, plus additional regular assessment clinics for patients about to undergo an operation. The over-riding priority of the administrative team is to ensure that every session and clinic has an anaesthetist on the day. This requires the team to juggle a complex matrix of staff availability on a daily basis, where unexpected change is commonplace.
In addition, the team provides administrative and medical secretarial support to clinicians and managers, organising meetings and training courses, and providing divisional staff with performance and financial information.
Main duties of the job
- Co-organising the complex online weekly rota with the Administration Manager and Rota Master. Planning the rota 6 weeks in advance in order to identify gaps and planning the workforce, ensuring that there is sufficient and appropriate cover of all operating lists. Negotiating with consultants to change shifts or undertake extra shifts, negotiating with temp staffing agencies for locums, booking as necessary. Taking responsibility for ensuring rota is accessible to all relevant departments, clinicians and switchboard.
About us
The mission of University Hospitals Sussex - what we are striving to achieve - is to provide:
'excellent care every time'
All our efforts to do this put the interests of our patients first and foremost, and are underpinned by our values:
- Compassion
- Communication
- Teamwork
- Respect
- Professionalism
- Inclusion
These values were selected by our staff, patients and public when we were talking about the merger and the sort of organisation we want University Hospitals Sussex to be.
Our mission and values are extremely important to us and we expect everyone who works at University Hospitals Sussex in any capacity to share and uphold them.
Patient First
- Patient First is our Trust-wide approach to improving the quality of care for patients and to build and embed a culture where staff can be confident that their views matter and will be heard.
- The aim is to empower all staff to lead change, raise issues, concerns, identify and implement areas for improvement within the workplace and find solutions collectively as part of a team.
- Staff will be equipped with skills to identify improvement opportunities and supported to see those through
Job description
Job responsibilities
- Co-organising the complex online weekly rota with the Administration Manager and Rota Master. Planning the rota 6 weeks in advance in order to identify gaps and planning the workforce, ensuring that there is sufficient and appropriate cover of all operating lists. Negotiating with consultants to change shifts or undertake extra shifts, negotiating with temp staffing agencies for locums, booking as necessary. Taking responsibility for ensuring rota is accessible to all relevant departments, clinicians and switchboard.
- Ensuring the online rota system is kept up to date at all times, so that accurate data can be collated, and reports can be produced. This includes planned events such as new members of staff, recording leave, updating templates and liaising with theatre managers regarding cancelled lists, and unplanned events such as sickness and on call swaps.
- Processing and maintaining records of annual & study leave for all consultants and trainees ensuring online system and personal files are updated to facilitate accurate rota preparation. Identifying and discussing any problems with the Administration Manager & Rota Master.
- Assisting the Administration Manager with collating monthly sickness reports, any feedback that has submitted about members of the department and updating mandatory training records.
- Administering anaesthetic review clinics, booking patients into them, maintaining information flow between patients, diagnostic services and consultants.
- Ensuring accurate processing and coding of claim forms from clinicians for additional operating lists, waiting lists and locum on calls. Maintaining the master file, excel spreadsheets and other systems used for expenditure monitoring by the Clinical Services Manager.
- Working with others to ensure all trainee on calls are covered and appropriate locum cover is arranged. This involves liaising with external agencies, getting CVs approved and maintaining the detailed filing system to record booking sheets, invoices and CVs.
- Ensuring locums obtain ID badges and liaising with the Accommodation office if required.
- Providing support for key departmental meetings such as QSPE, journal clubs and forum meetings by drafting and circulating agendas, taking minutes and organising venues and hospitality. Liaising with the chairperson regarding issues that may arise from the meetings.
- Attending any training courses as appropriate for personal development.
- Ensuring all departmental staff are aware of Trust events and training appropriate to the department.
- Ensuring all administrative policies and procedures are adhered to and bought to the attention of all new members of staff.
- Where requested, undertaking appropriate training, and acting as a Fire Warden and Risk Assessment Officer for the department.
- Providing cover at any site where UHSussex has a presence for both planned and unplanned leave. Including cover for Administration Manager during any absence.
- Undertaking any work, consistent with the administrator role, for other UHSussex departments when requested to do so, including periods spent working within other departments.
Job description
Job responsibilities
- Co-organising the complex online weekly rota with the Administration Manager and Rota Master. Planning the rota 6 weeks in advance in order to identify gaps and planning the workforce, ensuring that there is sufficient and appropriate cover of all operating lists. Negotiating with consultants to change shifts or undertake extra shifts, negotiating with temp staffing agencies for locums, booking as necessary. Taking responsibility for ensuring rota is accessible to all relevant departments, clinicians and switchboard.
- Ensuring the online rota system is kept up to date at all times, so that accurate data can be collated, and reports can be produced. This includes planned events such as new members of staff, recording leave, updating templates and liaising with theatre managers regarding cancelled lists, and unplanned events such as sickness and on call swaps.
- Processing and maintaining records of annual & study leave for all consultants and trainees ensuring online system and personal files are updated to facilitate accurate rota preparation. Identifying and discussing any problems with the Administration Manager & Rota Master.
- Assisting the Administration Manager with collating monthly sickness reports, any feedback that has submitted about members of the department and updating mandatory training records.
- Administering anaesthetic review clinics, booking patients into them, maintaining information flow between patients, diagnostic services and consultants.
- Ensuring accurate processing and coding of claim forms from clinicians for additional operating lists, waiting lists and locum on calls. Maintaining the master file, excel spreadsheets and other systems used for expenditure monitoring by the Clinical Services Manager.
- Working with others to ensure all trainee on calls are covered and appropriate locum cover is arranged. This involves liaising with external agencies, getting CVs approved and maintaining the detailed filing system to record booking sheets, invoices and CVs.
- Ensuring locums obtain ID badges and liaising with the Accommodation office if required.
- Providing support for key departmental meetings such as QSPE, journal clubs and forum meetings by drafting and circulating agendas, taking minutes and organising venues and hospitality. Liaising with the chairperson regarding issues that may arise from the meetings.
- Attending any training courses as appropriate for personal development.
- Ensuring all departmental staff are aware of Trust events and training appropriate to the department.
- Ensuring all administrative policies and procedures are adhered to and bought to the attention of all new members of staff.
- Where requested, undertaking appropriate training, and acting as a Fire Warden and Risk Assessment Officer for the department.
- Providing cover at any site where UHSussex has a presence for both planned and unplanned leave. Including cover for Administration Manager during any absence.
- Undertaking any work, consistent with the administrator role, for other UHSussex departments when requested to do so, including periods spent working within other departments.
Person Specification
Interview and Application
Essential
- oEducated to A Level
- oPrevious experience in managing complex staff rotas or similar, with significant relevant experience as a departmental administrator or as a PA.
- oPrevious experience working in a large, busy department with competing demands on time.
- oExperience of minute taking, meeting and event organisation.
- oExcellent interpersonal skills.
- oAbility to communicate effectively both verbally and in writing with patients and staff at all levels.
- oAbility to convey difficult messages to staff (for example, a leave request not able to be granted)
- oEffective team worker.
- oSkills of tact, diplomacy and confidentiality.
- oAbility to use own initiative
- oEmploys good judgement to escalate issues as appropriate/seek support to aid decision making.
- oAbility to prioritise workload, work independently using own initiative and with little immediate supervision, but also able to work as part of a team.
- oExcellent time keeping and reliability
- oStrong organisational ability.
- oA good eye for detail and accuracy in administrative tasks such as data entry, clinical correspondence
- oAble to delegate where necessary.
- oProven competence in the use of Microsoft Office (Outlook, Word, Excel and PowerPoint), and web-based applications
- oFollowing any necessary training, have demonstrable competence in all IT applications routinely used by the administrative team.
- oMust undertake all mandatory training courses.
- oMust focus on personal development and undertake training for new processes and procedures.
- oMust have Criminal Records Bureau (CRB) clearance.
Desirable
- oEducated to degree level
- oSecretarial qualifications.
- oWorking within NHS environment.
- oPrevious experience managing an anaesthetics or other large medical speciality rota.
- oPrevious experience as a medical PA.
- oGood knowledge of medical terminology.
- oAbility to undertake basic information analyses and synthesise results for use by senior managers
Person Specification
Interview and Application
Essential
- oEducated to A Level
- oPrevious experience in managing complex staff rotas or similar, with significant relevant experience as a departmental administrator or as a PA.
- oPrevious experience working in a large, busy department with competing demands on time.
- oExperience of minute taking, meeting and event organisation.
- oExcellent interpersonal skills.
- oAbility to communicate effectively both verbally and in writing with patients and staff at all levels.
- oAbility to convey difficult messages to staff (for example, a leave request not able to be granted)
- oEffective team worker.
- oSkills of tact, diplomacy and confidentiality.
- oAbility to use own initiative
- oEmploys good judgement to escalate issues as appropriate/seek support to aid decision making.
- oAbility to prioritise workload, work independently using own initiative and with little immediate supervision, but also able to work as part of a team.
- oExcellent time keeping and reliability
- oStrong organisational ability.
- oA good eye for detail and accuracy in administrative tasks such as data entry, clinical correspondence
- oAble to delegate where necessary.
- oProven competence in the use of Microsoft Office (Outlook, Word, Excel and PowerPoint), and web-based applications
- oFollowing any necessary training, have demonstrable competence in all IT applications routinely used by the administrative team.
- oMust undertake all mandatory training courses.
- oMust focus on personal development and undertake training for new processes and procedures.
- oMust have Criminal Records Bureau (CRB) clearance.
Desirable
- oEducated to degree level
- oSecretarial qualifications.
- oWorking within NHS environment.
- oPrevious experience managing an anaesthetics or other large medical speciality rota.
- oPrevious experience as a medical PA.
- oGood knowledge of medical terminology.
- oAbility to undertake basic information analyses and synthesise results for use by senior managers
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).
