Out of Hours Rota Coordinator/Personal Assistant

Job overview

The Havens is recruiting a full time Band 5 Rota Co-ordinator/Personal Assistant to join our dedicated team.

The Havens are London’s Sexual Assault Referral Centre (SARC) located in Camberwell, Paddington (Ladbroke Grove) and Whitechapel, providing 24/7 (365 per year) forensic medical examinations and care to people disclosing rape or sexual assault.

This post will be predominately based at Camberwell site although regular cross site working is expected. Working pattern is Monday to Friday (excluding bank holidays) 9am to 5pm shifts, with a 12 noon to 8pm shift (maximum once per week, typically once every two weeks - at the time of publication, awaiting an implementation date)

As a Rota Co-ordinator/Personal Assistant your role will be to provide a comprehensive administrative support service to Havens Senior Management Team to ensure service objectives are achieved efficiently and effectively. The key function of this role will include the co-ordination of all on call rotas to support ensuring the service is resourced to the required level each day. The post holder will provide support in the smooth running of the Havens client management and administration systems including arranging meetings, minute taking, stock ordering, providing a medical secretariat service as and when needed and other clinical administration tasks.

Main duties of the job

Take a lead role in collecting availability, allocating shifts and inputting details onto Havens on call rotas.

Escalate in a timely manner service critical gaps.

Act as a point of contact for rota and other service related enquiries from Havens on call staff.

To compile weekly forward look rotas liaising with Clinical Leads, Senior Doctors, Lead Nurse, Matron and Senior Nurses to fill vacant shifts.

To provide high level support to Havens Senior Management Team including administrative support, diary and meeting management.

Facilitate meetings including booking rooms and taking minutes.

Work actively and collaboratively supporting Havens Senior Management Team to identify service efficiency and quality improvements.

Be team lead/supervisor for Band 4 Administrators supporting and assisting when required.

To coordinate and implement administration systems for the Havens, in line with pan-service systems and requirements.

To contribute to reviews and updating of systems and procedures already in place and development of new ones.

To maintain and ensure compliance with Havens electronic systems and spreadsheets.

Support with service data integrity processes including gathering and inputting data.

Provide reception cover when required.

To communicate with other members of the admin team and the post-holder’s line manager on issues relating to administration and reception, and where appropriate take action as directed by the management team.

Detailed job description and main responsibilities

Main Duties & Responsibilities  a. Take a lead role in collecting availability, allocating shifts and inputting  details onto Havens on call rotas.  b. Escalate in a timely manner service critical gaps.  c. Act as a point of contact for rota and other service related enquiries from Havens on call staff.   d. To compile weekly forward look rotas liaising with Clinical Leads, Senior Doctors, Lead Nurse, Matron and Senior Nurses to fill vacant shifts.   e. To provide high level support to Havens Senior Management Team  including administrative support, diary and meeting management.  f. Facilitate meetings including booking rooms and taking minutes.  g. Work actively and collaboratively supporting Havens Senior Management Team to identify service efficiency and quality improvements.   h. Be team lead/supervisor for Band 4 Administrators supporting and assisting when required.  i. To coordinate and implement administration systems for the Havens, in line with pan-service systems and requirements.   j. To contribute to reviews and updating of systems and procedures already in place and development of new ones.   k. To maintain and ensure compliance with Havens electronic systems and spreadsheets.  l. Support with service data integrity processes including gathering and  inputting data.  m. Provide reception cover when required.  n. To communicate with other members of the admin team and the post holder’s line manager on issues relating to administration and reception,  and where appropriate take action as directed by the management team.  o. To use email and computer programmes as effective business and  communication tools.  p. Promote and maintain excellent customer service at all times.  q. To be able to act as health and safety officer or fire officer.  r. To adhere to all Havens policies, procedures and quality standards and  generally assist in the smooth running of the Havens.   s. To attend, engage and prepare for own One2One supervision sessions  with line manager.  t. To undertake any other duties appropriate to the post.