Clinical Team Administrator

Cardiff and Vale University Health Board; Basingstoke and Deane; On-site; GBP 21,000 - 28,000; Full time

Job summary

BrisDoc is seeking a Clinical Team Administrator to join the Clinical Administration Team. You will support employed Clinicians within Severnside IUC, coordinating rotas, holidays, and sickness, and acting as the main point of contact for issues.

You will assist with recruitment, onboarding, payroll liaison, and training compliance, ensuring data accuracy and confidentiality. You will work closely with the Clinical Admin Team Manager and Clinical Leads to maintain up-to-date records, generate

Qualifications

• Good general level of education with GCSE grade 5 or above in English and Maths
• Formal training in business administration
• Capable of using Microsoft Office products including Word and Outlook
• Experience of entry level admin responsibilities
• Experience of processes management and improvement
• Experience of supporting others through knowledge of internal policies and resources
• Experience of recruitment and/or onboarding processes
• Experience of supporting a professional workforce
• 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
• Confident communicating with professionals over the telephone
• Able to manage sensitive and emotive situations impartially

Responsibilities

• Be the first point of contact for employed GP workforce, handle queries with empathy and escalate as needed
• Support Lead GPs and Clinical Admin Team Manager in admin tasks and workflows
• Record and update rota information, holidays, overtime and sickness using RotaMaster
• Create and manage rotas for clinical leads and teams
• Assist in recruitment and onboarding of clinicians and liaise with People Team
• Support payroll liaising with Payroll and Rota Team
• Coordinate and schedule induction shifts and training in line with obligations
• Prepare monthly reports such as Quality Reports and data analyses
• Maintain confidentiality and operate in line with governance and safety policies
• Provide general administrative support to Clinical Leads and management team

Skills

Admin experience

Communication skills

Confidentiality

Microsoft Word

Microsoft Outlook

Data entry

Team support

Education

GCSE English & Maths

Business administration training

Tools

Microsoft Word

Microsoft Outlook

Job description

We are looking for a Clinical Team Administrator to join our Clinical Administration Team. A good work ethos with integrity and reliability are essential attributes. Your primary purpose will be to support and assist the employed Clinicians within Severnside IUC. Whilst working with the Clinical Admin Team Manager and Clinical Leads in all aspects of activity, relating to the management of the employed clinical workforce within Severnside IUC. You will be the single point of contact and resolve issues on a day-to-day basis, proposing, facilitating appropriate solutions and escalating as appropriate to the Clinical Admin Team Manager. You will liaise with key personnel to ensure effective communication and management of workflows in all aspects of clinical workforce. 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 a 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, General The first point of communication and contact requiring empathy, resolving issues and escalating if required. Ensuring all team information and Lead teams are up to date and documents reflect team changes Minuting meetings as required To conduct meetings with Clinicians Rota Management Communicating effectively within the clinical teams and across a wide range of departments 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 clinical workforce Calculating holiday payback and reporting to Payroll as required Rota creation and management for Leads flexi rota Recruitment Recruitment Support including interviewing Clinicians, liaising with the new employees and the People Team, including welcoming and organising induction shifts including the Clinical Hub Creating a shift pattern which ensures the organisational needs are met and it is sent for sign off. Payroll Working with Payroll and Rota Team to adjust payroll errors within RotaMaster Directing and assisting with Pension enquiries Training Ensuring that the employed clinical workforce training, statutory and mandatory and yearly reviews are completed in line with workforce obligations. Creating statutory and mandatory training reports Supporting the Clinical Admin Team Manager with training non-compliance within the teams Reporting Providing administrative support to the Clinical Leads as required. For example, the monthly Quality Report General Work in line with BrisDoc policies and procedures, including confidentiality, information governance, health and safety, equality, diversity and inclusion Maintain a professional and reliable approach at all times Undertake any other duties reasonably required within the scope of the role

• 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, 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, 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
  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.