Job summary
The General Surgery department is looking for an experienced individual with excellent computer, administrative and communication skills who works well as a member of a team whilst being able to use their own initiative.
You will provide administrative support for the day to day administration of rotas for the department's doctors, cancelling and creating clinics as needed, ensuring relevant spreadsheets are kept up to date and flagging up any rota issues with line manager.
You will liaise with doctors, medical secretaries, waiting list coordinators, Outpatients and IT to ensure an effective high quality service is provided for our patients.
Training and support is offered in this challenging yet rewarding role.
Main duties of the job
- To be responsible for maintaining accurate and up to date rotas for consultants and middle grade doctors using Google Sheets, E-rostering and Medirota.
- To maintain accurate and up to date rotas for Ward based junior doctors using Medirota.
- To process leave requests and shift swaps in a timely manner via Medirota/Excel and via email.
- To maintain accurate Leave records spreadsheets for all Junior Doctors.
- To maintain leave chart spreadsheet for specialities.
- To contact patients around changes in clinics.
- To deal with telephone enquiries and take appropriate action.
- To assist with team's workload as requested by Line manager.
- To deal with our IT department, in setting up accounts for new doctors at each rotation.
- To ensure booking of meeting rooms for speciality induction at each rotation.
- To liaise with Line Manger to update induction pack and send out to all new doctors by deadline dates.
- To liaise with Line Manager to agree agenda for speciality induction and consultants presenting items.
- Assist line manager complaints.
- To assist Line Manager with the audit/data collection and reports as necessary.
- To assist in the day to day management of the outpatient support team activities as required by the Line Manager.
- To deputise for line manager as necessary.
- Generally assist in cover for colleagues when required.
- Photo coping, filing, faxing, scanning and other administrative duties to ensure the efficient running of the team.
About us
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
We commit to treating each patient as an individual with respect and dignity, aiming to deliver excellent clinical outcomes and a first-class experience for everyone who uses our services.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Job description
Job responsibilities
The General Surgery department is looking for an experienced individual toprovide administrative support for the day to day administration of rotas for the departments doctors, cancelling and creating clinics as needed, ensuring relevant spreadsheets are kept up to date and flagging up any rota issues with line manager.
For more detail on the Rota Coordinator remit, please see the job description and person specification.
Job description
Job responsibilities
The General Surgery department is looking for an experienced individual toprovide administrative support for the day to day administration of rotas for the departments doctors, cancelling and creating clinics as needed, ensuring relevant spreadsheets are kept up to date and flagging up any rota issues with line manager.
For more detail on the Rota Coordinator remit, please see the job description and person specification.
Person Specification
Person Spec criteria
Essential
- Good general education including GSCE in Maths or English (or equivalent)
- Advanced keyboard and computer skills (Microsoft office)
- Previous experience with using Excel and Word
- Previous experience in managing rotas
- Experience of working under pressure
- Experience of working as part of a team in a multi-disciplinary environment
- Excellent written/verbal communication skills
- Excellent customer care skills
- Ability to work using own initiative with excellent organisational skills and meticulous attention to detail
- The ability to work under pressure, within a stressful environment, prioritise own workload and work to tight deadlines
- Ability to exercise judgement and take responsibility for actions
- Able to promote good working relationships amongst team, colleagues and clinical staff
- Willingness and ability to learn new IT skills and technology
- Confident and sympathetic when dealing with patients/staff
- Ability to be calm and professional when working under pressure
- Confident and sympathetic when dealing with patients/staff
Desirable
- Patient Administration System (PAS) training
- Experience of supervising a team
- Experience of working in the NHS or similar organisation
Person Specification
Person Spec criteria
Essential
- Good general education including GSCE in Maths or English (or equivalent)
- Advanced keyboard and computer skills (Microsoft office)
- Previous experience with using Excel and Word
- Previous experience in managing rotas
- Experience of working under pressure
- Experience of working as part of a team in a multi-disciplinary environment
- Excellent written/verbal communication skills
- Excellent customer care skills
- Ability to work using own initiative with excellent organisational skills and meticulous attention to detail
- The ability to work under pressure, within a stressful environment, prioritise own workload and work to tight deadlines
- Ability to exercise judgement and take responsibility for actions
- Able to promote good working relationships amongst team, colleagues and clinical staff
- Willingness and ability to learn new IT skills and technology
- Confident and sympathetic when dealing with patients/staff
- Ability to be calm and professional when working under pressure
- Confident and sympathetic when dealing with patients/staff
Desirable
- Patient Administration System (PAS) training
- Experience of supervising a team
- Experience of working in the NHS or similar organisation
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).
