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Womens' Rota Administrator

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Chelsea and Westminster Hospital NHS Foundation Trust

1mo ago

  • Job
    Full-time
    Entry & Junior Level
  • Healthcare
  • London

AI generated summary

  • You need strong communication skills, problem-solving abilities, and experience in rota coordination, with the ability to manage priorities and provide administrative support across sites.
  • You will manage daily staffing rotas, oversee locum bookings, track absences, coordinate new staff induction, take meeting minutes, and communicate effectively with service users.

Requirements

  • We are seeking an exceptional Rota Administrator to join us on a permanent basis who will be working cross site at West Middlesex Hospital and Chelsea & Westminster Hospital to support the smooth running of our medical rotas.
  • The rota coordinator is an exciting opportunity for Womens' services within the Specialist Care Division & will at its core manage the administration of our rolling rota through the Medirota & health roster system as well as our locum shifts through patchwork.
  • You will be key in coordination between medical colleagues and the operational team and strong communication is an essential skill for any applicant.
  • You should be a problem solver and be comfortable with coordinating a number of pressing priorities and laying out a plan.
  • The post Holder will be responsible for the provision of effective rota coordination for the Womens' Services rota at both West Middlesex Hospital and Chelsea & Westminster Hospital.
  • The post holder will closely work with the clinical rota leads, clinical administrative staff and service managers to ensure the smooth running of medical staffing rotas and management of medical leave.
  • The post holder will be a key part of the Specialist Care Division and will be expected to provide excellent communication between Hospital departments to ensure that absences are managed against departmental guidelines.
  • The post holder will also be required to give a general administrative support to the Assistant Service Managers and Service Managers.
  • Some roles may require weekend shifts at multiple sites.

Responsibilities

  • To update on a daily basis the on call rota and staffing rota for all grades of medical staff within Women’s to ensure that adequate levels of staff are available at all times.
  • Manage the Medi-rota and Healthroster implementation within all services and be responsible for day to day rota management to support the service
  • Feed- back to senior management regarding any impact to the service from staff absences and escalate where there are insufficient staff to cover the service.
  • Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for clinical staff.
  • Production of monthly reports for locum bookings for finance and additional payments for additional sessions
  • Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets
  • Induction management and co-ordination for the new starters and trainee, including junior doctors
  • Arrange, plan and take comprehensive and accurate minutes at departmental meetings and project group meetings
  • Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently
  • To liaise with clinical administrative teams where clinical activity needs to be altered to match medical staffing levels. This must be done in line with trust policy with adequate notice.
  • Develop and distribute rotas for staff within the division as required
  • Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary.

FAQs

What is the job title for this position?

The job title is Women's Rota Administrator.

Where will the Rota Administrator be working?

The Rota Administrator will be working cross-site at West Middlesex Hospital and Chelsea & Westminster Hospital.

What systems will the post holder be managing?

The post holder will manage the administration of the rolling rota through the Medirota and Health Roster systems, as well as locum shifts through Patchwork.

Is previous experience required for applicants?

No, this role is suitable for candidates who are looking to take their first steps into developing a wider operational career.

What kind of skills are essential for this role?

Strong communication skills and problem-solving abilities are essential for this role.

Will the post holder have to coordinate with other teams?

Yes, the post holder will coordinate between medical colleagues and the operational team, as well as with clinical rota leads, administrative staff, and service managers.

Are there any specific duties related to staff absences?

Yes, the post holder will be responsible for managing staff absences and ensuring that adequate staffing levels are maintained according to departmental guidelines.

Will the role require administrative support for management?

Yes, the post holder will provide general administrative support to the Assistant Service Managers and Service Managers.

Is flexible working an option for this position?

Yes, the Trust welcomes applications for flexible working arrangements and accommodates requests where possible.

What is the Trust's commitment regarding equality?

The Trust is committed to equality and welcomes applications from all backgrounds, making adjustments for disabled candidates as needed.

How will the trust communicate with candidates regarding their applications?

If candidates haven’t heard from the Trust within three weeks of the closing date, it likely means their application was unsuccessful.

Does this job require weekend shifts?

Yes, some roles may require weekend shifts at multiple sites.

What is the probationary period for this position?

Employment is subject to a six-month probationary period.

Will the post holder have to produce reports?

Yes, the post holder will be responsible for producing monthly reports for locum bookings and additional payments for additional sessions.

Will the role involve dealing with telephone calls?

Yes, the post holder will handle telephone calls coming into the service and ensure effective communication with users.

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Chelsea and Westminster Hospital NHS Foundation Trust

Science & Healthcare
Industry
5001-10,000
Employees
1993
Founded Year

Mission & Purpose

Chelsea and Westminster Hospital NHS Foundation Trust provides a range of healthcare services, including emergency care, elective surgeries, and specialized treatments, across its hospitals and clinics. Their mission is to deliver excellent, patient-centered care that improves health outcomes and overall well-being. They focus on providing high-quality, compassionate, and accessible services to meet the diverse needs of the community they serve.

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