Rostering and Administration Co-ordinator, Band 4

Job overview

The Anaesthetic Department are looking for a Rostering and Administration Co-ordinator to work alongside the Rostering and Administration Co-ordinator already in post.   As a vital member of the team, the successful candidate will work with colleagues to continuously support the delivery of anaesthetic services across the organisation.  The post holder will jointly produce, manage and co-ordinate complex medical rosters that incorporate Theatre, Pre-operative assessment, Critical Care and Pain service schedules to include multiple work patterns and on-calls by staff of all grades; Consultants, Specialty, Specialist, Trainee Doctors and Clinical Fellows.

The post holder will support the General Manager and Assistant General Managers to deliver service and Trust wide objectives and will perform day to day administrative tasks, as agreed, to ensure the efficient and effective management of the anaesthetic service.  This will include the delegation of some tasks and the supervision, training and line management of other administration staff when required.

The post holder will be expected to contribute towards shared team decision making and to actively engage with changes that are required within the service as appropriate within job role.

Main duties of the job

To ensure the efficient and effective management and co-ordination of the Anaesthetic Department electronic rosters for all senior Anaesthetists and Resident Doctors, ensuring that they are written, maintained and updated in line with the departmental and GHT policies.

The post holder will have no direct budget responsibilities but will be required to adjust and authorise shifts, on-calls and authorised absences within agreed processes and under the direction of the Specialty Director, General Manager and Assistant General Managers.  Whilst this post holder will be responsible for the anaesthetic roster, the Specialty Director or designated Consultant holds accountability for safe staffing levels on a daily basis.

The post holder will support the Anaesthetic Management team with other administrative tasks to support to delivery of departmental and trust objectives.  This includes line management of other administration personnel within the department as appropriate. There will be a requirement to work with autonomy, often without direct supervision, to provide administrative support to the whole of the anaesthetic team.

Detailed job description and main responsibilities

Knowledge, skills and experience;

Computer literate, working knowledge of Microsoft Office packages e.g. word, excel, SharePoint document control, e-mail

Significant administration experience, preferably within a health care setting, with knowledge of electronic patient systems.

Ability to communicate verbal and written information clearly and concisely

Excellent communication, negotiation and interpersonal skills for communicating with all staff groups and grades both within and external to the organisation

Excellent organisational skills with ability to prioritise own workload in a methodical and structured way, meeting deadlines as required

Ability to work flexibly within a team, to coordinate and delegate work effectively and in a manner that demonstrates kindness and care towards others.

Ability to work independently and to use own judgement and initiative

Ability to train and supervise administration staff and others as appropriate

Working knowledge of electronic staff roster systems or transferrable knowledge and experience that enables this skill to be developed to a high level.

An understanding of basic medical terminology is preferred

An ability to follow guidelines relating to the allocation of trainee Doctors to appropriate lists.

A working knowledge of confidentiality and information governance with ability to use discretion, undertaking tasks that may include confidential and sometimes distressing information.

Key Result Areas

Produce quality rosters, in a timely manner, to balance medical staffing numbers across the anaesthetic service, making best use of staffing resource available

Ensure the anaesthetic roster supports planned theatre lists and liaise with the theatre scheduling team when required. Seek to provide cover for additional agreed lists in line with departmental process.

Ensure that all on-calls are sufficiently covered, using own initiative to make changes whilst escalating appropriately when unable to resolve.

Use knowledge and expertise of managing rosters to identify problems and use own initiative to deliver solutions to overcome within agreed process Make any adjustments to individual rosters, in relation to any changed consultant job plans, in line with agreed management processes

Process claims forms for additional sessions or study leave in line with departmental process and authorisation agreements or delegate work as appropriate.

Oversee the allocation of trainees to suitable lists, taking into account their training requirements, suitable solo lists, keeping novices with their education supervisor and allocated consultant groups.

Authorise and incorporate rostering of annual leave and study leave when writing the Anaesthetic roster within agreed departmental procedures that reflect Trust policy

Work cohesively with other members of the anaesthetic management and administration team, handing over any relevant information or tasks to maintain the accurate electronic roster

Monitor the anaesthetic admin e-mail in-box for rostering and annual leave requests. Filter requests, agree annual leave and shift changes within the departmental standard operating procedures (SOPs) / guidelines, escalating to the AGM, GM or SD as appropriate.

Act as first point of contact for staff users, deal with the telephone, e-mail and written communications for anaesthetic rostering.  Resolve day to day rostering issues, such as unexpected absence, efficiently and effectively within own skill set and escalate to the AGM, GM, SD or ‘starred’ consultant as appropriate.

Support anaesthetic cover for private patients on the NHS lists and maintain records, liaising with consultants to ensure they have sufficient credit to cover cases and deduct correct amount of time from their credit balance.

Ensure the notification of Private Patients office of cover arrangements, informing them in advance if unable to provide cover.

Provide administrative support to the Specialty Director, Clinical anaesthetic leads and managerial staff as appropriate and proportionate to other key roles and responsibilities

Assist staff with resolution of payroll queries or escalate payroll issues as appropriate.

Ensure new medical staff for anaesthetics are correctly set up on the electronic rostering system and that staff leaving are removed from the rota

Attend electronic roster training as deemed necessary to maintain the appropriate skills required for the role.

Utilise roster reports, as agreed and appropriate to role, in order to support the effective delivery of anaesthetic service

Supervise and provide day to day support to more junior anaesthetic administration staff

Monitor and authorise annual leave for administration staff as appropriate and agreed

Demonstrate own activities / tasks to new or less experienced members of staff Contribute towards the recruitment and retention of anaesthetic administration staff as appropriate.

Utilise the procurement process to order and receipt goods as required.

Maintain own e-learning and mandatory training

Communications and Working Relationships

Consultant Anaesthetists, Specialty and Specialist level Anaesthetists, Clinical Fellows and Resident Doctors

Non-anaesthetic consultants and their teams

Administration and General Management teams

Medical secretaries

Nursing staff

Theatre management team

Health Records staff

Patients, relatives and carers

Other Health care Providers

Company representatives

Procurement and Creditors

Payroll and finance

Conference providers and training leads

Mental and Emotional effort

Concentration for prolonged periods when creating and adjusting rosters Requirement for attention to detail and accuracy

Pressure to meet rostering deadlines, often with conflicting priorities

Dealing with complexed information in relation to electronic rostering and interpersonal communications

Need to remain calm under pressure

Most Challenging Part of the Job

Continuous requirement to maintain the complex and ever-changing electronic roster for all of the anaesthetic medical staff to ensure the smooth running of the department

The need to demonstrate and maintain objectivity and fairness when managing rosters

Requirement to assess, resolve and refer rostering enquires as appropriate, sometimes with a need to manage staff conflict or disagreement.

Requirement to work within a busy environment with frequent interruptions and multi-tasking

Assisting with the management of, and reacting to, an unpredictable workload with changing priorities Management of demands from clinical teams to provide adequate anaesthetic support within limited resources

Needing to problem solve and make decisions on a daily basis

Physical Effort and Working Conditions

The post holder will be expected to sit predominantly at a desk but have frequent interruptions, with the need to move around the department and to other departments when required.

Continuous use of VDU equipment that requires a high standard of speed and accuracy utilising excellent keyboard skills / inputting of information, including complex medical rosters

High levels of concentration are required in an environment with frequent interruptions either by telephone or face to face contacts

A requirement to plan own work and to balance changing and sometimes conflicting priorities. A requirement for light physical effort for short periods such as lifting and handling stationery, patient notes, files and office equipment

Dealing with sensitive and confidential information, that may sometimes be distressing

Personal duty of care in relation to safe usage of equipment

Additional Contact Details

Assistant General Managers;

[email protected]

[email protected]