Administrator (Resourcing)

We are now seeking an enthusiastic and motivated Administrator to join our HR Department.

The main responsibility of this role is to support the Resources Officer to ensure efficient and effective clinical resource administration across all 3 Oxford sites, making sure that all sites are adequately resourced and working within safe parameters.

Main duties of the job

You will support administration for the weekly clinical rota and implement it for all sites, according to the clinical rota protocol and agreed organisation targets.

You will add sessions (appointment templates) to Hedenas clinical diary (EMIS) and ensure that rota and EMIS diaries are accurate.

The successful candidates will have excellent IT skills (particularly Excel). Familiarity with IT systems such as EMIS would be desirable.

You will need to be comfortable with changing circumstances, display a compassionate nature, and be able to provide exceptional customer service.

Prior NHS experience is not essential but would be advantageous. Benefits include 5 weeks annual leave and NHS Pension Scheme.

About us

Are you looking to join a progressive, thriving organisation at the forefront of providing high-quality patient-centric care in Oxford?

Would you like to work for an organisation that genuinely cares for its staff as well as its patients?

With 26,000 patients, Hedena Health is one of Oxford's largest providers of Primary Healthcare services. From 3 sites in the Headington area, we run team-based care to ensure the best for our patients.

Work-life balance is incredibly important to us. We are a training practice and therefore focus on teamwork and training, with a monthly half-day training curriculum and an annual staff Away Day, often focusing on wellbeing. As well as fresh fruit being provided for staff, homemade cakes and goodies are staples in our staff room! In our recent employee satisfaction survey, 95% of respondents agreed that Hedena is a great place to work!

We are now seeking an enthusiastic and motivated Administrator to join our HR Department.

Job responsibilities

Clinical Resources & HR

• Ensure efficient and effective clinical resource administration across both Oxford sites, making sure that all sites are adequately resourced and working within safe parameters.
• Create the clinical weekly rota, using the Omni HR rota system.
• Implement the clinical resources rota for both sites, according to the clinical rota protocol and organisational targets.
• Add sessions (appointment templates) to Hedenas clinical diary (EMIS) and ensure that the Omni rota and EMIS diaries are accurate.
• Maintain clinical leave records and help to ensure the sites are safely staffed during leave.
• Implement resourcing plans for centre closures due to training or meetings.
• Implement the Enhanced Access plan rota, ensuring staff are rotaed in and Enhanced Access hours are filled each week.
• Maintain leave records & a leave planner for all staff, accessible via our rota system (Omni HR), including additional hours worked, recorded as time in lieu or paid via payroll adjustments.
• Ensure all Rota protocols are up to date on Practice Index and Clinical resourcing pages, removing outdated policies.
• Update appointment numbers and reporting.

IM & IT

• Basic network housekeeping.

General Administrative Duties

• Provide general administration support for the HR Manager as required.
• Approve and authorise clinical timesheets, ensuring correct budget codes are used.

Meetings

• Attend regular team meetings and deliver reports as required.
• Attend other meetings as needed.

Health and Safety

• Use appropriate infection control procedures, maintain tidy and safe work areas free from hazards.
• Carry out any other tasks reasonably delegated by the HR or Practice Manager.

Person Specification Qualifications

• Evidence of continuous self-development.
• Highly literate and numerate with an excellent eye for detail.
• Ability to establish, build, and maintain successful professional partnerships with the team and third parties.
• Excellent verbal and written communication skills, capable of conveying complex information clearly.
• High level of IT skills (Microsoft Word, Excel, data management).
• Adaptable and comfortable with change.
• Strong team working skills.
• Excellent organisation and planning skills, able to meet priorities and deadlines.
• Ability to handle unexpected situations and provide solutions.
• Ability to complete tasks to a high standard with minimal supervision.
• Flexible, adaptable, and able to make good decisions under pressure.
• Collaborative working skills and good relationship-building abilities.
• Ability to work under pressure with a varied workload.
• Primary care experience in a similar role preferred.
• Previous experience with online rota systems preferred.

Experience

• N/A
• Experience in Recruitment/Resourcing.
• Experience working in a multi-site environment.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A disclosure check will be required.