Rota & On-boarding Administrator

SELDOC Healthcare; Kingston upon Thames; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading healthcare provider in Kingston upon Thames seeks a Rota & On-boarding Administrator to support clinical compliance and provide comprehensive administrative support. This role requires effective communication, attention to detail, and relevant experience in a healthcare environment. Ideal candidates will be proactive, detail-oriented, and possess strong relationship-building skills. The position offers a chance to significantly impact service delivery and compliance in the organization.

Qualifications

• At least 2 years relevant experience in administration.
• Ability to work in a primary care or urgent care setting.
• Flexibility to meet service needs.

Responsibilities

• Support onboarding and rota team in service delivery.
• Maintain personnel files and ensure data confidentiality.
• Provide effective admin support across different business areas.

Skills

Effective communication

Relationship building

Attention to detail

Time management

Conflict management

Education

GCSEs including Maths & English at Grade C or above

NVQ2 in Business Administration

Tools

Rota operating systems

TeamNet

Rota Master

Adastra software

Job description

The Rota & On-boarding Administrator will work closely with the Rota & On boarding Co Ordinator and Rota & On boarding Manager to ensure all clinical staff working in the services are compliant and that all administrative support functions are carried out in a timely manner.

To support the smooth running of the service delivery team ensuring all members of that team have the general administrative support required. The post holder will also provide rota/admin duties across other parts of the business as the need dictates.

Working Relationships

• CEO
• All Directors across the business
• Current and potential customers
• Patients and service users
• External partners and service providers

Main duties of the job

• Work with the on-boarding and rota team to provide adequate cover to ensure the safe delivery of services.
• Onboarding administering all pre-employed documentation including DBS, referencing in a timely manner.
• Answer onboarding telephone calls and queries.
• Accurately maintain People-related data and personnel files, ensuring confidentiality.
• Actively engage with new clinicians and proactively encourage effective and efficient completion of on-boarding stage.
• Schedule and oversee training sessions for all new clinicians.
• Correctly set up profiles and issue logins relevant to new clinician roles.
• Responsible for ensuring all new clinicians are given access to relevant system, including payroll, and have been provided all mandatory items for their first session in service.
• Work closely with ROC and ROM to continuously review the end to end onboarding process to ensure best experience to new clinicians at all times.
• Support the onboarding of new Registrars.
• Provide support to the team and the ROM, ROC as required.
• Sort and distribute mail and faxes to appropriate staff members.
• Clearing applications of new clinicians for the service to function effectively.
• Preparation and management of PLTs.
• Implementation of TeamNet; Rota Master and Adastra software.
• Preparation of reports such as onboarding; compliance information, etc.
• Support with clinical compliance as and when required.
• Carry out DBS checks for new and current employees.
• Attend meetings as required.
• Provide resilience to the rota team should anyone be off for a protracted period of time due to sickness or approved leave.
• Monitor and take appropriate action on relevant mailboxes.

About us

SELDOC is a successful GP cooperative with over 25 years of service, delivering high-quality primary and urgent care to 2 million patients across South London.

Job responsibilities

This role provides an amazing opportunity for the post-holder to make a significant impact in the organisation.

Target Outcomes

Consistently high standards of administration services provided to the service delivery team to enable safe delivery of services. Compliant staff working in the service. Robust relationships with all stakeholders. Sufficient working and practical knowledge of the rota system to ensure resilience across the service.

Qualifications and Experience

• Educated to GCSE level or equivalent including Maths & English at Grade C or above.
• NVQ2 in Business Administration.
• At least 2 years relevant experience.
• Able to build relationships with individuals and teams.
• Knowledge of rota operating systems, or willingness to undergo extensive training.
• Effective communicator with different audiences.
• Experience of working in a primary care or urgent care setting and out of hours.
• Ability to develop relationships with clinical and nonclinical staff.
• Experience of conflict management in a healthcare environment.
• Being flexible to the needs of the service.
• Excellent verbal communication skills keen on delivering work to high standards.
• Proven ability to use initiative to suggest improvements to ways of working.
• Can put tasks and problems in order of importance and priority, manage own time and when appropriate others time, effectively.
• Able to seek and question information and challenge appropriately.
• Able to work as part of a team and with a wider team.
• Work is accurate, outputs are always of good quality with good attention to detail.
• Suggests how things can be done better and comes up with creative ideas for improvement.
• Takes independent initiative and makes things happen.

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.