Clinical Team Administrator

We are looking for a Clinical Team Administrator to join our Clinical Administration Team. A good work ethos with integrity and reliability are essential attributes.

Your primary purpose will be to support and assist the employed Clinicians within Severnside IUC. Whilst working with the Clinical Admin Team Manager and Clinical Leads in all aspects of activity, relating to the management of the employed clinical workforce within Severnside IUC. You will be the single point of contact and resolve issues on a day-to-day basis, proposing, facilitating appropriate solutions and escalating as appropriate to the Clinical Admin Team Manager. You will liaise with key personnel to ensure effective communication and management of workflows in all aspects of clinical workforce.

Main duties of the job

General

The first point of communication and contact for all employed GP workforce requiring empathy, resolving issues and escalating if required.

Ensuring all team information and Lead teams are up to date and website / Apps reflect team changes

Minuting meetings as required providing administrative support to the Lead GPs as required

Rota Management

Communicating effectively within the clinical teams and across departments such as Payroll, People Team, Rota Team and Operations to ensure the clinical rotas are fully resourced, recording annual leave, overtime and sickness across employed clinical workforce.

Using RotaMaster to record adjustments, leave, sickness and create reports.

Completing Change of Condition forms for the employed GP workforce

Calculating holiday payback and reporting to Payroll and Leads as required

Creation of flexi rota for Clinical Leads

Job responsibilities

General

The first point of communication and contact requiring empathy, resolving issues and escalating if required.

Ensuring all team information and Lead teams are up to date and documents reflect team changes

Minuting meetings as required

To conduct meetings with Clinicians

Rota Management

Communicating effectively within the clinical teams and across a wide range of departments to ensure the clinical rotas are fully resourced, recording annual leave, overtime and sickness across employed clinical workforce.

Using RotaMaster to record adjustments, leave, sickness and create reports.

Completing Change of Condition forms for the employed clinical workforce

Calculating holiday payback and reporting to Payroll as required

Rota creation and management for Leads flexi rota

Recruitment

Recruitment Support including interviewing Clinicians, liaising with the new employees and the People Team, including welcoming and organising induction shifts including the Clinical Hub

Creating a shift pattern which ensures the organisational needs are met and it is sent for sign off.

Payroll

Working with Payroll and Rota Team to adjust payroll errors within RotaMaster

Directing and assisting with Pension enquiries

Training

Ensuring that the employed clinical workforce training, statutory and mandatory and yearly reviews are completed in line with workforce obligations.

Creating statutory and mandatory training reports

Supporting the Clinical Admin Team Manager with training non-compliance within the teams

Reporting

Providing administrative support to the Clinical Leads as required. For example, the monthly Quality Report

General

Work in line with BrisDoc policies and procedures, including confidentiality, information governance, health and safety, equality, diversity and inclusion

Maintain a professional and reliable approach at all times

Undertake any other duties reasonably required within the scope of the role

Qualifications and Training

• Good general level of education, which must include GCSE grade 5 or above (or equivalent) qualifications in English and Maths
• Formal training in business administration

Knowledge and Experience

• Capable of using Microsoft office products including MS Word and Outlook
• Experience of entry level admin responsibilities
• Experience of processes management and improvement
• Experience of supporting others through knowledge of internal policies, processes, and resources
• Experience of a range of administrative procedures and processes related to people management
• Experience of recruitment and/or onboarding processes
• Experience of supporting a professional workforce

Skills, Abilities and Attributes

• Excellent verbal and written communication skills
• Able to maintain confidentiality and security of information at all times
• Good time management and able to prioritise work
• Able to use own initiative to resolve day to day problems
• Produce work with a high level of accuracy and attention to detail
• Confidence in communicating with professionals over the telephone
• Able to manage sensitive and emotive situations remaining impartial and non-judgmental.
• Sound understanding of basic data analysis and presentation methods

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.