Business Operations Coordinator

NHS Jobs; Leeds; On-site; GBP 24,000 - 32,000; Full time

Job summary

NHS Jobs is seeking a Rota Management and Administrative role to coordinate and maintain rotas for Enhanced Services, ensuring staffing and efficient service delivery. You will work with clinical and administrative teams to cover sessions, manage annual leave, and resolve rota gaps promptly.

You will support recruitment/hosted employment tasks, DBS checks, inductions, and communications with PCN managers. A structured admin function across events, filing, and stakeholder communications is

Qualifications

• DBS checks, references, occupational health screening
• Inductions for new starters
• Assisting with queries and providing support to management and PCN managers

Responsibilities

• Develop, maintain and regularly update rotas for Enhanced Services, checking against SystmOne.
• Coordinate clinician and staff availability including annual leave and sickness.
• Ensure adequate staffing and clinical cover for all scheduled sessions.
• Push out shifts and accept staff effectively and fairly.
• Arrange replacement cover and escalate rota gaps to the manager.
• Communicate rota changes to staff in a timely manner.
• Ensure rotas reflect service requirements, hours and capacity.
• Coordinate appointments, clinics and additional sessions as required.
• Provide administrative support for recruitment/hosted employment function.
• Manage events, meetings and seminars and distribute supporting information.
• Maintain filing systems and ensure secure information access.
• Answer calls, sort mail, and perform general admin duties.
• Support the Domiciliary Phlebotomy Service daily administration.
• Input phlebotomy rotas into SystmOne and distribute daily work schedules.
• Act as a key contact for staff in practices and book urgent appointments.
• Track and report appointment utilisation.

Job description

Rota Management

To coordinate, manage and maintain rotas for Enhanced Services, ensuring appropriate staffing, effective service delivery. The post holder will work closely with clinical and administrative teams to ensure that all sessions are adequately covered, resources are used efficiently, and any rota gaps are identified and resolved promptly.

Key Responsibilities

• Develop, maintain and regularly update rotas for all Enhanced Services, checking against Systmone.
• Coordinate clinician and staff availability, including annual leave, sickness absence and other planned absences.
• Ensure adequate staffing and clinical cover for all scheduled sessions.
• Push out shifts and accept staff effectively and fairly.
• Arrange replacement cover where required and escalate unresolved rota gaps to the appropriate manager.
• Communicate rota changes to relevant staff in a timely manner.
• Ensure rotas reflect agreed service requirements, operating hours and workforce capacity.
• Coordinate appointments, clinics and additional service sessions as required.

Hosted Employment

Administrative management of the recruitment/hosted employment function of the organisation.

SELGP Group hosts employment on behalf of 9 Primary Care Networks (PCNs) and you will work as part of a team acting as first point of contact for the organisation, assisting with queries and providing support to our management team and PCN managers.

This includes but is not limited to: ensuring that all pre-employment checks are carried out including DBS, references, occupational health screening; assisting with corporate inductions for new starters; and ensuring that all urgent and/or confidential communications are received from and distributed to relevant parties in a timely manner.

General Administration

Provide administrative support with regard to the organisation and planning of events, meetings and seminars, preparing and distributing supporting information as required.

Manage and maintain effective electronic and paper filing systems to ensure that information is kept securely and is accessible to other members of the team and that all filing is carried out on a regular and timely basis.

Answering the telephone and use initiative to deal with phone calls and messages in accordance with agreed instructions.

Sorting and prioritising all incoming mail and email and distributing as appropriate.

Undertaking administrative duties such as photocopying, filing, scanning, mail out distributions and shredding confidential documents.

Community Phlebotomy Service

Work as part of the Team to support the Business Transformation Lead with the day to day administration of the Domiciliary Phlebotomy Service.

Input Phlebotomy appointment rotas onto SystmOne for practices to book.

Distribute daily work schedules to the phlebotomists.

Act as a key contact for staff in the Practices regarding the service.

Book in urgent requests for appointments.

Track and report on appointment utilisation by practices.

Finance

Liaise with our Finance/Payroll team to ensure that all relevant information is passed through for new starters, leavers etc.

Support the Finance Team with basic processing of financial data.

Assist the finance team with the ordering equipment and uniforms for staff.

Communication

Support the management team to maintain communication with a wide range of stakeholders by ensuring that the organisation has an effective online presence via Twitter, LinkedIn and other social media platforms.

Maintain the Organisational website ensuring that content is current and relevant.

General

Manage own workload using own initiative, discretion and judgement.

Create and update electronic distribution lists.

Ensure the design and presentation of documents is in line with Company protocols.

Attend team meetings and training days as arranged by the Company.

Carry out any other appropriate duties as required.