Anaesthetic and Critical Care Rota Coordinator

East Lancashire Hospitals NHS Trust; Hapton; In loco; GBP 26.000 - 32.000; Tempo pieno

Descrizione del lavoro

East Lancashire Hospitals NHS Trust is seeking a highly organised Medical Secretary to join the Anaesthetic and Critical Care Department at Burnley General Hospital with cross-site cover to Royal Blackburn Hospital. You will provide comprehensive secretarial support, manage the rota system, coordinate leave and on-call arrangements, and handle clerical duties, using CLW and HealthRoster.

Excellent IT skills and confidentiality are essential, with experience in medical administration being highly

Competenze

• GCSE English Language & Maths - Grade C or above.
• RSA II Typing or equivalent standard.
• ECDL or equivalent, Extensive experience of administration in an office‑based environment.
• Experience in establishing/maintaining robust office systems.
• Extensive experience of information technology systems (e.g. Word, Excel, Email, Access, PowerPoint, Outlook).
• Excellent organisational skills/experience in management of self and others.

Mansioni

• Provide comprehensive secretarial and administrative support to the Anaesthetic, Critical Care and Acute Pain Directorate, ensuring the efficient operation of departmental services.
• Work independently and use initiative to manage workloads effectively, escalating issues to the Clinical Director, Consultants, or appropriate leads when necessary.
• Manage and maintain the departmental medical staff rota using the CLW system, ensuring all duties are covered and that rota changes, swaps, annual leave, study leave, sickness absence, and other amendments are accurately recorded and updated.
• Support the management of rotas across all areas of the department, ensuring staffing gaps are identified and covered appropriately to maintain safe service provision.
• Arrange and coordinate cover for additional theatre sessions, emergency pressures, sickness absence, and other staffing changes as required.
• Liaise with Rota Masters, Consultants, medical staffing teams, to ensure adequate departmental and on‑call cover is maintained at all times.
• Administer and process extra duty claims in accordance with Trust procedures and maintain accurate records.
• Coordinate and manage Obstetric Pre-Assessment Clinics, including booking appointments and liaising with relevant clinical staff.

Conoscenze

Typing and data entry

Organisational skills

Communication

Confidentiality

Formazione

GCSE English and Maths

ECDL or equivalent

Strumenti

Word

Excel

PowerPoint

Outlook

Access

Descrizione del lavoro

• Supporting the management and coordination of medical staff rotas, ensuring appropriate cover is maintained across the department.
• Recording and coordinating annual leave, study leave, sickness absence, rota changes and swaps using CLW, HealthRoster and other relevant systems.
• Identifying medical staffing gaps and assisting with the coordination of cover for sickness, additional theatre sessions, emergency pressures and other short-notice changes.
• Liaising with Consultants, Rota Masters and Medical Staffing to support appropriate departmental and on‑call medical cover.
• Supporting the coordination and administration of Obstetric Pre-Assessment Clinics.
• Attending and providing administrative support to weekly theatre scheduling meetings.
• Processing and maintaining accurate records of extra‑duty claims and other medical staffing documentation.
• Coordinating the administration and departmental induction of trainee doctors, locums, new Consultants and other medical staff.

Working for our organisation When you walk through the door, one of the first things you'll notice is that the organisation is full of talented people. Not just in the fields of medicine, nursing or diagnostics but in every part of the organisation. Professional and committed people who are all working together in an open and supportive culture. We don't just look at you for who you are now; we look at you for who you could be in the future. We take training seriously, and encourage you to do the same. We want staff to develop their capabilities to the full with a range of learning and development opportunities. To enable the Trust and its employees to exceed expectations and to achieve corporate and service aims and objectives, we need to recruit, develop and retain skilled and motivated people through effective people management and development, leading to a high performance culture.

Detailed job description and main responsibilities

• Provide comprehensive secretarial and administrative support to the Anaesthetic, Critical Care and Acute Pain Directorate, ensuring the efficient operation of departmental services.
• Work independently and use initiative to manage workloads effectively, escalating issues to the Clinical Director, Consultants, or appropriate leads when necessary.
• Manage and maintain the departmental medical staff rota using the CLW system, ensuring all duties are covered and that rota changes, swaps, annual leave, study leave, sickness absence, and other amendments are accurately recorded and updated.
• Support the management of rotas across all areas of the department, ensuring staffing gaps are identified and covered appropriately to maintain safe service provision.
• Arrange and coordinate cover for additional theatre sessions, emergency pressures, sickness absence, and other staffing changes as required.
• Liaise with Rota Masters, Consultants, medical staffing teams, to ensure adequate departmental and on‑call cover is maintained at all times.
• Administer and process extra duty claims in accordance with Trust procedures and maintain accurate records.
• Coordinate and manage Obstetric Pre-Assessment Clinics, including booking appointments and liaising with relevant clinical staff.

We are looking for an enthusiastic and highly organised Medical Secretary to join our Anaesthetic and Critical Care Department. This is a busy and varied role providing essential administrative support to Consultants and the wider medical team. The successful candidate will be proactive, flexible and able to work effectively in a fast‑paced environment. You will need excellent organisational and communication skills, attention to detail and the ability to manage competing priorities while working both independently and as part of a team. Previous experience of managing or supporting medical rotas would be highly desirable, along with experience of working within a medical secretarial, administrative or healthcare environment. Experience of coordinating medical staffing, leave, sickness and rota changes would also be advantageous. The post will be based at Burnley General Hospital, with flexibility required to provide cross‑site cover at Royal Blackburn Hospital as necessary.

• GCSE (or equivalent) in English Language & Maths - Grade C or above.
• RSA II Typing or equivalent standard
• ECDL or equivalent, Extensive experience of administration in an office‑based environment.
• Experience in establishing/maintaining robust office systems
• Extensive experience of information technology systems (e.g. Word, Excel, Email, Access, PowerPoint, Outlook)
• Excellent organisational skills/experience in management of self and others

Desirable criteria

• Knowledge and experience of medical Rota
• Knowledge of EWTD, Ability to multi‑task whilst dealing with constant interruptions.
• Ability to understand, absorb and comply with detailed procedures.
• Experience of developing and maintaining good working relationships at all levels.
• Understanding and commitment to the need for confidentiality Excellent communication and interpersonal skills.
• Excellent organisational, time management skills with the ability to prioritise workload and take initiative
• Willingness and ability to learn new IT skills and technology
• Ability to remain calm and work efficiently under pressure with a flexible approach to work, Friendly and caring manner
• Takes responsibility for own actions and promotes good team working
• Treats others with courtesy and respect at all times, Flexibility regarding hours as these may change due to the development of services.

Car owner/driver

At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work. The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first‑class service to the recruitment of people into positions of trust.

We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under‑representation of BAME employees. Appointments will be made on merit.

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust

• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro‑rata. For posts on Agenda for Change pay‑scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short‑listed.

Disclosure and Barring Scheme (DBS) If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost for an Enhanced DBS, is £45.90 and for a Basic & Standard, this is £24.90 this cost includes a £4.90 admin fee.