Clinical Team Administrator

NHS; Bristol; On-site; GBP 25,000 - 35,000; Full time

Job description

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

Your primary purpose will be to support and assist the Lead GPs in all aspects of activity relating to the management of the employed GP workforce within Severnside IUC. You will be the single point of contact for the employed GP workforce within Severnside IUC and resolve issues on a day-to-day basis, proposing, facilitating appropriate solutions and escalating as required. You will liaise with key personnel to ensure effective communication and management of workflows in all aspects of GP workforce.

BrisDoc's five core values - Our Patients, Our People, Our Services, Our Resources, Our Social Impact.

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.

About us

BrisDoc is a proud provider of NHS Healthcare. We have been delivering 'patient care, by people who care' for over twenty years.

We run an exciting range of Primary Care Services, including an Urgent Care Service, GP Practices, and the Homeless Health Service. This enables BrisDoc to offer excellent healthcare 24 hours a day, 365 days a year to over one million people across Bristol, North Somerset & South Glos.

We're a Social Enterprise and an Employee-Owned Business. This means the decisions we make are for the good of our patients, workforce, and wider community. This involves prioritising the health of our patients, protecting our environment, and improving the social and economic status of our population. Our 'Community Fund' is a staff lead team who work closely with health-based charitable causes, both local and international, to invest time and money in improving the lives of people in disadvantaged communities.

By joining BrisDoc, you will be part of an innovative organisation that prides ourselves on being a fantastic place to work; somewhere that you will feel valued, supported, developed and part of a family. We strive to make sure every member of the team feels proud of the work they do and the service that we offer.

Job responsibilities

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.

Recruitment:

• Recruitment support for the Employed GP team liaising with the new employees and People Team with onboarding, welcoming and organising induction shifts including the Clinical Hub.
• Creating shift patterns for new employees in liaison with the Rota Team.

Payroll:

• Working with Payroll and Rota Team to adjust payroll errors within RotaMaster.
• Directing and assisting with Pension enquiries.

Training:

• Ensuring that the employed GP workforce training, statutory and mandatory and appraisals are completed in line with workforce obligations.
• Creating statutory and mandatory training reports.
• Addressing training non-compliance within GPs.

Person Specification

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.