About this role
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.
Main duties of the job
Administer and record annual leave sickness and maternity leave requests in line with federation policy and provide relevant information to payroll
Prepare and maintain accurate clinical rotas ensuring service needs are met and liaise with clinical leads to resolve workforce and rota issues
Communicate rota arrangements and changes clearly to clinicians and relevant staff to support effective service delivery
Cancel and rearrange clinical sessions when required and coordinate patient contact where appointments are affected
Contact locums to arrange clinical sessions in advance and maintain accurate records of bookings and availability
Coordinate onboarding for new clinical staff including shadow shifts induction access to clinical and operational systems and agreed working patterns
Work with HR to ensure locums have appropriate contracts documentation and agency agreements in place
Check locum invoices against agreed sessions and resolve discrepancies where required
Prepare timetables for medical students learners and other placements
Enter and amend appointment schedules and rotas accurately and in accordance with federation policy
Support workforce planning service mobilisation and related operational activities
Maintain accurate workforce records respond to queries and provide information to relevant colleagues as required
Undertake any other duties required to support the effective operation of workforce rota and appointment systems
About us
ELM Alliance Ltd was formed by the GP Practices in 2017 and has approximately 200 people working for us and with us. We deliver NHS services to the patients of Redcar, Cleveland and Middlesbrough and are wholly owned by the local GP Practices. Our services include primary care general practice, services to care homes and community services.
Job description Job responsibilities
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
Workforce and Rota ManagementAdminister record and respond to requests for annual leave from clinicians within federation policy and refer queries to the relevant leadMaintain accurate and up to date records for annual leave sickness and maternity leave and provide data as requested to payrollPrepare clinical rotas in accordance with policy and ensure that all service needs are metLiaise with clinical leads where necessary to address any problemsCommunicate effectively with all personnel covered by the rota system to ensure clarity of working arrangements and maintain operational effectiveness of the federationCancel and rearrange clinical sessions when necessary and contact patients as requiredContact locums to arrange sessions ensuring that this is done in advance so the needs of the federation are metLiaise with new clinical staff to coordinate onboarding arrangements including shadow shifts induction programmes access to clinical and operational systems and agreed working patternsWork 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 agencyCheck locum invoices for accuracyPrepare timetables for medical students and other learnersEnter appointment schedules on the computer systems ensuring accuracy and that appointments are available in good timeAmend the rotas and appointments as requested within policy and ensuring that all service requirements are metSupport workforce planning activities and service mobilisation projectsUndertake any other duties required to support the effective operation of these systems
Operational and Financial Administration
Raise monitor and track purchase orders in accordance with organisational proceduresProcess GP clinician and locum invoices ensuring accuracy and completeness before submission for paymentSupport financial reconciliation activities by identifying and resolving discrepanciesProduce routine operational and workforce reports as requiredMaintain accurate operational records databases and financial systemsAssist in the review and continuous improvement of administrative and operational proceduresSupport 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 appropriateKeep track of delegated tasks and ensure completion within agreed deadlinesContact patients where required regarding appointment amendments or service changesSupport colleagues across the organisation with general administrative dutiesCarry out delegated tasks as requested by managementUndertake 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 roleCommunicate sensitively and effectively with patients and carers using active listening and adapting communication style and method as necessary to meet their needsParticipate in meetings as appropriate
Team Working
Understand own role and scope in the federationWork 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 diversityEnsure the principles of openness transparency and candour are observed and upheld in all working practicesThe post holder will have or acquire through training provided by the organisation the appropriate level of safeguarding knowledge skills and practice required for the post and be aware of and comply with the organisations 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 personally identifiable information and only use it for the purposes for which it was intendedThe 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 effectivelyStaff 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 accordance with confidentiality policies procedures and guidelines including Freedom of Information Act two thousand and Caldicott Guidelines
Health and Safety
All staff have a duty to ensure the health and safety of themselves and others whilst at workSafe working practices and health and safety precautions are a legal requirementAll 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 ControlYou have a duty to ensure that you minimise the risk of infection and infectious diseasesThis 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 and 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
Person Specification
Qualifications Essential
Good standard of general education
Desirable
GCSE C/4 Or above in Maths and English.
Personal Skills and Abilities Essential
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 Essential
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.
Experience Essential
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 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
Desirable
Experience of working within a Healthcare NHS Primary Care or Federation setting Experience of using SystmOne Experience of using Rotamaster or another workforce scheduling system Experience of processing purchase orders or financial administration activities Understanding of NHS workforce and operational processes
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.
Employer details Employer name ELM Alliance LTD
Address Hirsel Medical Centre
5 Trinity Mews
North Ormesby
Middlesbrough
Cleveland
TS3 6AL
United Kingdom
Employer's website https://www.elmalliance.co.uk/ (Opens in a new tab)