Rota & On-boarding Administrator

Job description

Job responsibilities

Rota & Onboarding Administrator (ROA)

Base: SELDOC, Norbiton, Surrey with travel Accountable to: Rota & On-boarding Manager

Salary: £25,500 on call Duration: Permanent Hours: Part time 32.5 hours, Mon Fri plus on call

Role purpose: To carry out all administrative tasks to ensure adequate support is provided to the Rota and Onboarding team. To support the smooth running of the service delivery team ensuring all members of that team have the general administrative support required.

The post holder will also provide rota admin duties across other parts of the business as the need dictates.

The Rota & Onboarding Administrator will work closely with the Rota & Onboarding Co Ordinator and Rota & On boarding Manager to ensure all clinical staff working in the services are compliant and that all administrative support functions are carried out in a timely manner.

Working Relationships:

CEO

Rota & On boarding Manager (ROM) (Line Manager)

Rota & On boarding Co-ordinator (ROC)

All Directors across the business

Current and potential customers

Patients and service users

External partners and service providers SELDOCs purpose is to deliver local healthcare you can trust. We will develop and grow our business as SELDOC Healthcare by:

Extending the reach of our current service proposition

Entering new markets with alternative products and services which leverage our brand, and

Exploiting the potential which emanates from our unique mix of clinical, operational, and commercial expertise. Our strategy requires us to maximise the impact of our current services, to strengthen current and new relationships with customers and to diversify effectively into new customer propositions. We are patient-focused, compassionate, adaptable, empowering and competent. Whilst we will retain our reputation for services which are clinically led and safe, we are thinking big in terms of our clinical and commercial aspirations.

Job duties and responsibilities Specifically, the Rota and Onboarding Administrator will:

Work with the on-boarding and rota team to provide adequate cover to ensure the safe delivery of services.

Onboarding administering all pre-employed documentation including DBS, referencing in a timely manner.

Answer onboarding telephone calls and queries

To accurately maintain People-related data and personnel files, ensuring confidentiality

Actively engage with new clinicians and proactively encourage effective and efficient completion of on-boarding stage

Schedule and oversee training sessions for all new clinicians

Correctly set up profiles and issue logins relevant to new clinician roles

Responsible for ensuring all new clinicians are given access to relevant system, including payroll and have been provided all mandatory items for their first session in service.

Work closely with ROC and ROM to continuously review the end to end onboarding process to ensure best experience to new clinicians at all times. Support the onboarding of new Registrars.

Provide support to the team and the ROM, ROC as required.

Sort and distribute mail and faxes to appropriate staff members.

Clearing applications of new clinicians for the service to function effectively

Preparation and management of PLTs.

Implementation of TeamNet; Rota Master and Adastra software

Preparation of reports such as on-boarding; compliance information, etc.

Support with of Clinical compliance as and when required

Carry out DBS checks for new and current employees.

Attend meetings as required.

Provide resilience to the rota team should anyone be off for a protracted period of time due to sickness or approved leave.

Monitor and take appropriate action on relevant mailboxes.

This role provides an amazing opportunity for the post-holder to make a significant impact in the organisation.

Target Outcomes

Consistently high standards of administration services provided to the service delivery team to enable safe delivery of services.

Compliant staff working in the service.

Robust relationships with all stakeholders.

Sufficient working and practical knowledge of the rota system to assure resilience across the service. This job description is an outline and is not an exhaustive list of duties and responsibilities, the post-holder is required to work flexibly in order to support delivery of SELDOC goals and objectives.

Required Qualifications and Experience Person Specification

Essential Desirable Educated to GCSE level or equivalent including Maths & English at Grade C or above.

X NVQ2 in Business Administration

X At least 2 years relevant experience

X Able to build relationships with individuals and teams.

X Knowledge of rota operating systems, or the willingness to undergo extensive training.

X Effective communicator with different audiences.

X Experience of working in a primary care or urgent care setting and out of hours.

X Ability to develop relationships with clinical and nonclinical staff.

X Experience of conflict management in a healthcare environment

X Being flexible to the needs of the service

X Excellent verbal communication skills keen on delivering work to high standards

X Proven ability to use initiative to suggest improvements to ways of working

X Can put tasks and problems in order of importance and priority, manages own time and when appropriate others time, effectively

X Able to seek and question information and challenge appropriately

X Able to work as part of a team and with a wider team

X Work is accurate, outputs are always of good quality with good attention to detail

X Suggests how things can be done better and comes up with creative ideas for improvement

X Takes independent initiative and makes things happen

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent including Maths
• & English at Grade C or above.
• At least 2 years relevant experience
• Knowledge of rota operating systems, or the
• willingness to undergo extensive training.

Desirable

• NVQ2 in Business Administration

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.

Employer details

Employer name

SELDOC Healthcare

Address

76 Coombe Road

Kingston Upon Thames

Surrey

KT2 7AZ

Employer's website

https://www.seldoc.co.uk/ (Opens in a new tab)