Job description

Job responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully.Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Certificate of sponsorship

Applications from individuals who require a Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applicants. For further information and to check your eligibility for this post please following the link UK Visas and Immigration – GOV.UK. Please note that from April 9th 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.

Job summary

Working within a large department the post holder will provide a comprehensive administrative support to the Anaesthetics department. Responsible for the production of the anaesthetics rotas across all sites, recording of medical staff sickness and data input.

The role will involve supervising a small team of administrative staff, responsible for the day to day running of the Anaesthetics Department and the production of Anaesthetics rotas across all sites.

Main duties of the job

• To manage and maintain a range of electronic duty and on call rotas, ensuring these are completed within agreed timescales.
• To identify potential shortfalls in the rotas ensuring cost effective plans are in place for appropriate cover.
• To liaise with appropriate Consultants when planning rotas to ensure junior doctors’ training needs are met.
• To identify possible solutions to manage rota gap issues prior to escalation to the Rota Manager.
• To plan and organise own work schedule from work packages set, demonstrating good time management and ensuring anticipated difficulties in meeting deadlines are reported promptly.
• To develop and maintain effective working relationships with colleagues and other staff groups within the Trust and external organisations, ensuring that a professional, efficient and courteous service is provided.
• To work with the Rota Manager to develop and improve complaints and incident reports to ensure that data is clearly and accurately presented.

Person Specification

Knowledge and Experience

Essential

• Significant NHS experience in relevant field
• Expert understanding and application of digital rotas in a healthcare setting
• Experience and knowledge of a range of administrative and organisational policies and management information systems
• Experience of rota development and management
• Ability to work to and promote standard operating procedures / performance targets.
• Demonstrable working knowledge of Microsoft packages including Word and Excel

Desirable

• Experience and knowledge of recruitment and e-roster systems
• Experience & in-depth understanding of electronic systems and database programmes and associated information systems
• Experience of managing a multi-disciplinary team
• Experience of working in a pressured busy environment with supervisory responsibilities

Qualifications / Training

Essential

• Minimum of 3 GCSEs including English and Maths at Level 4/Grade C or above or suitable equivalent qualification
• Proven competence in using admin and clinical systems e.g. CLW/Allocate/E-roster/PAS/ MS Word / Excel / Outlook with excellent typing / keyboard skills

Desirable

• Completed NHS data systems training programmes
• Knowledge of medical terminology

Personal Attributes

Essential

• Ability to prioritise and co-ordinate work to strict guidelines
• Demonstrate strong organisational skills, systematic and able to manage own time efficiently
• Effective communication skills
• Adaptable approach to dealing with staff
• Proposes and delivers necessary changes in processes and procedures to ensure processes are efficient and effective
• Excellent time management skills
• Demonstrable ability to prioritise
• Ability to work under pressure to meet tight deadlines in a busy environment

Desirable

• Experience of managing teams of staff
• Customer care experience or qualification
• Handling difficult situations training
• Logical thinker, who is confident to share views

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.