Workforce Administrator

Workforce Administrator

Hours of Work: 30 Hours per week

Reports to: Head of Healthcare Services

Accountable to: Managing Director

Job Summary:

The Workforce Administrator is responsible for the efficient and effective coordination of the federation workforce, ensuring that clinical rotas are developed, maintained and delivered in line with service requirements.

The post holder will lead on workforce scheduling, annual leave management, locum coordination and service rota administration whilst also providing operational and business support across the organisation.

In addition to workforce responsibilities, the role will support the day-to-day operational functions of the federation, including purchase order administration, invoice processing, reporting and general business support activities.

The post holder will act as a key point of coordination between workforce, operational and financial processes, ensuring the smooth day-to-day administration of workforce deployment, supplier payments, purchase orders and service support functions.

The Workforce Administrator works as part of the Administration Team, providing essential "back office" support to ensure services operate effectively and efficiently. The role requires a proactive, organised and flexible individual who can prioritise competing demands, work independently and support the delivery of high-quality patient services.

The post holder will organise their workload effectively and ensure all tasks are completed within agreed timescales and organisational standards.

Duties and Responsibilities

Following federation policies, protocols, and guidelines, duties will include:

Workforce and Rota Management

· Administer, record and respond to requests of annual leave from clinicians within federation policy, referring on any queries to the relevant lead.

· Maintain accurate and up to date records for annual leave, sickness, maternity leave and provide data as requested to payroll.

· Prepare clinical rotas in accordance with policy and ensuring that all service needs are met.

· Liaise with clinical leads where necessary to address any problems.

· Communicate effectively with all personnel covered by the rota system to ensure clarity of working arrangements and to maintain operational effectiveness of the federation.

· Cancel and re-arrange clinical sessions when necessary, contacting patients as required.

· Contact locums to arrange sessions, ensuring that this is done in advance, so the needs of the federation are met.

· Liaise with new clinical and new clinical staff to coordinate onboarding arrangements including shadow shifts, induction programmes, access to clinical and operational systems, and agreed working patterns.

· Working with HR to ensure that all individual locums have signed an up-to-date federation contract and provided all necessary documents and that there is a suitable written agreement in place with each locum agency.

· Check locum invoices for accuracy

· Prepare timetables for medical students and other learners

· Enter appointment schedules on the computer system(s), ensuring accuracy and that appointments are available in good time.

· Amend the rotas and appointments as requested, within policy and ensuring that all service requirements are met.

· Support workforce planning activities and service mobilisation projects.

· Any other duty required to support the effective operation of these systems.

Operational and Financial Administration

· Raise, monitor and track purchase orders in accordance with organisational procedures.

· Process GP, Clinician and Locum invoices, ensuring accuracy and completeness before submission for payment.

· Support financial reconciliation activities by identifying and resolving discrepancies

· Produce routine operational and workforce reports as required

· Maintain accurate operational records, databases and financial systems

· Assist in the review and continuous improvement of administrative and operational procedures.

· Support projects, service developments and mobilisation activities across the organisation.

Administration Duties

The primary focus of the role is workforce coordination and operational support; however, the following duties will also be required as appropriate:

• Keep track of delegated tasks and ensure completion within agreed deadlines.
• Contact patients where required regarding appointment amendments or service changes.
• Support colleagues across the organisation with general administrative duties.
• Carry out delegated tasks as requested by management.
• Undertake additional administrative duties commensurate with the grade and responsibilities of the role.

Communication and relationships

• Liaise with members of the Federation, Primary Health Care Team, other NHS

organisations and outside agencies as appropriate to the role.

• Communicate sensitively and effectively with patients and carers, using active listening and adapting communication style and method as necessary to meet their needs.
• Participate in meetings as appropriate.
• Team working
• Understand own role and scope in the federation.
• Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner.

General:

The post holder will:

• Develop a culture that promotes equality and values diversity.
• Ensure the principles of openness, transparency and candour are observed and upheld in all working practices.
• The post holder will have, or acquire through training provided by the organisation, the appropriate level of safeguarding and knowledge, skills and practice required for the post and be aware of and comply with the organisation’s safeguarding protection policies and procedures.

Confidentiality

All staff and contractors working for the ELM Alliance Ltd have both a common law duty and a statutory duty of confidentiality to protect patient (and indeed any personally identifiable) information and only use it for the purposes for which it was intended. The disclosure and use of confidential patient information needs to be both lawful and ethical.

Information Governance

ALL staff must keep up to date with the requirements of information governance and must follow ELM Alliance Ltd policies and procedures to ensure that ELM Alliance Ltd information is dealt with legally, securely, efficiently and effectively. Staff must appropriately manage the records they create or hold during the course of their employment with ELM Alliance Ltd, making the records available for sharing in and confidentiality policies, procedures and guidelines (e.g. Freedom of Information Act 2000, Caldecott Guidelines).

Health & Safety

All staff have a duty to ensure the health and safety of themselves and others whilst at work. Safe working practices and health and safety precautions are a legal requirement. ALL accidents must be reported to your manager and in-line with the general philosophy of ELM Alliance Ltd; you must participate in accident prevention by reporting hazards and following relevant policies and procedures including Moving and Handling Guidelines.

Risk Management

You are required to contribute to the control of risk and use the incident reporting system to alert ELM Alliance Ltd of incidents or near misses that may compromise the quality of services.

Infection Control

All staff have a duty to comply with all ELM Alliance Ltd policies and guidelines in relation to Infection Prevention and Control. You have a duty to ensure that you minimise the risk of infection and infectious diseases. This responsibility includes minimising the risk by highlighting any concerns you may have to the appropriate person as identified in the policies and guidelines and challenging inappropriate infection control and hygiene practice.

Equality & Human Rights

ELM Alliance Ltd will ensure that job applicants and prospective and current employees are treated solely on the basis of their merits, abilities and potential without any unjustified discrimination on grounds of age, gender, gender reassignment, sexual orientation, disability, family circumstances, race, colour, nationality, ethnic origin, religion or belief, trade union activity and social and economic status.

Requirement:

Education, Training and Qualifications

Essential: Good standard of general education

Desirable: GCSE C/4 Or above in Maths and English.

Knowledge, Skills and Experience

• Competent in the use of Microsoft Outlook, Word, Excel and Internet.
• Previous administrative experience within a busy office environment.
• Excellent organisational skills with the ability to meet tight deadlines.
• Experience of coordinating schedules, rotas or workforce planning activities.
• Ability to maintain accurate records and databases.
• Experience of producing reports, spreadsheets and correspondence.
• Knowledge and understanding of data protection and confidentiality requirements.
• Experience of working independently and using initiative to resolve issues.

Desirable:

• Experience of working within a Healthcare, NHS, Primary Care or Federation setting.
• Experience of using SystmOne.
• Experience of using Rotamaster or other workforce scheduling system.
• Experience of processing purchase orders or financial administration activities.
• Understanding of NHS workforce and operational processes.

Personal Skills and Abilities

· Friendly, professional and approachable manner with excellent interpersonal skills.

· Ability to communicate effectively with a wide range of individuals both verbally and in writing.

· Ability to build positive working relationships with colleagues, clinicians and external stakeholders.

· Ability to handle personal, clinical and organisational information sensitively and confidentially.

· Able to manage conflicting priorities and remain calm under pressure.

· Flexible and adaptable approach to changing service needs.

· Ability to work independently and make appropriate decisions within the scope of the role.

· Strong problem-solving skills and ability to use initiative.

· High level of attention to detail.

· Commitment to equality, diversity and inclusion.

· Awareness of risk and the importance of escalating concerns appropriately.

Additional Requirements

· Able to work flexibly to meet the needs of the service.

· Commitment to maintaining confidentiality and professional standards.

· Demonstrate values consistent with ELM Alliance and the NHS.

Pay: £13.50 per hour

Expected hours: 30.0 per week

Work Location: In person