Deputy Office Facilities Manager and Support Administrator

Job overview

The post holder will provide an effective administration service in relation to the creation and management of the medical and clinical oncology annual leave system. Overseeing changeovers and inductions of registrars and consultant staff within the Trust. This will ensure efficient and effective organisation and delivery for all operational issues in relation to medical staffing.

The role will also provide an administrative function for other tiers of medical staffing within the Division including monitoring and management of Essential Training relating to registrar’s and consultants within Network service division under the direction of the Service manager.

The post holder will also provide Divisional administration support as required and for specific projects and other administrative duties as required by the Divisional team, including leave cover for the Divisional PA.

The post holder will support and actively promote a culture of equality, diversity, continuous learning, development and improvement.

Main duties of the job

To be responsible for the preparation, distribution and management of the medical rota for clinical oncology and medical oncology consultants, registrars and nursing teams.   Key responsibilities include maintaining rotas, highlighting absences, managing annual, professional and study leave. Communicating changes to staff, identifying and escalating staffing gaps, and supporting workforce administration such as inductions, absence tracking, and recruitment processes. To provide administrative and organisational support to senior staff, helping ensure smooth day-to-day operations. Responsibilities typically include managing diaries and meetings, handling correspondence, coordinating communications, arranging travel, preparing documents and supporting the Division as needed.

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES 1.To be responsible for the preparation and distribution of medical rota information, ensuring communication to all relevant staff and regular liaison with senior medical staff. The information that is communicated can be subject to change. 2.Populate the rota with the names of new doctors at the commencement of rotation and as individuals start and leave during rotations. 3.Manage the rota including but not exclusively: •    Updating for swaps, ensuring changes are communicated in a    timely and accurate manner •    Approving annual leave requests for all medical staff as per Trust Guidance within delegated authority and update and communicate in a timely manner as per SOP. •    Identifying gaps in the rota and exploring opportunities to cover the gaps including swaps •    Escalate gaps in rota’s 4. Assist in the development and organisation of the inductions for new staff 5. Updating Standard Operational Procedure for the management of the medical and clinical oncology annual leave system. 6. Support the team in recording medical sickness and absence record and ensure that details are kept up to date and returned to Medical Workforce within agreed time frames for submission to the Northwest Deanery. 7. Track Registrar absence and highlight to the SPR Lead and assist with the coordination of a return to work or absence review meeting as required in line with Trust policy. 8. Retain records of Annual Leave to ensure appropriate spacing of Annual Leave throughout rotation.  9. Maintaining all documents on Share point.  10. Log and retain records of study leave. Responsible for maintaining the consultants on call rota and coordinating any swaps.  11. Maintain the rota, registrar timetables and other information as agreed with SPR Lead and service managers.  12. Undertake work to support rota monitoring requirements in line with Medical Staffing and Divisional management advice.  13.Oversee medical staff equipment e.g. laptops. This includes assigning new equipment at the start of a rotation and collecting this at the end of the rotation, in addition to dealing with required repairs etc. Responsible for the ordering and maintaining a supply of all digital equipment for the clinical body.  14.  Provide training on the annual leave system.  15.Undertake any other ad hoc administrative duties to support the divisional PA, commensurate with the post as directed by Divisional Directors.  16.Provide cross cover for Divisional PA to the Divisional Directors and Senior Team during annual leave. The purpose of this document is to act as a guide to the duties, which may be required. It is not an exhaustive list and other duties may be required in accordance with the grade of the post and the competence of the postholder. The job description may be subject to review and change following discussion with the post holder.