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Job Summary The post holder will be expected to assist in the smooth running of the clinical services, whilst working closely with the service clinicians and other administrative team members. Main duties of the job To fully coordinate all clinical and non-clinical rotas whilst also building and managing effective working relationships To ensure that resource is effectively planned to the required levels each day. This will primarily be through the management of rotas to ensure these are being run and managed as efficiently and effectively as possible. To provide support and a comprehensive administration service for Operational Management. About us WF GP FedNet is a not-for-profit Federation of the 36 GP Practices in Waltham Forest. We are a private limited company who provides NHS Services based in Primary Care, pooling the skills and resources of local GPs to provide large scale services as part of the local NHS Strategy to bring more services into the Community to help people stay well and at home. Job description Job Responsibilities 1. To provide administrative support to the Clinical and Operational Management Teams. 2. Inputting data onto the computer systems. 3. To communicate and liaise with medical, nursing and non-clinical staff as necessary in the administration of rotas, making adjustments as needed depending on required staffing levels. 4. Identifying, arranging and managing locum cover to cover shift short-falls and seeking approval from Management where necessary. 5. Record all bookings and details of locum/agency bookings for the services on in-house systems/Rotamaster and internal spreadsheets. 6. Make necessary adjustments to working rotas to try and ensure maximum cover from internal resource pool where possible and reducing agency/locum spend. 7. Ensure compliance with local policies and maintain accurate records. 8. Validating all agency invoices to ensure that there are no discrepancies. 9. To ensure the working rotas are kept up to date at all times, ensuring all key staff and external stakeholders are kept informed of any changes. 10. To provide data and necessary reports when required in relation to staffing resource and expenditure within the service. 11. Deal with weekly Rota correspondences to all operating hubs + UCCS updating with all changes 12. To have a working knowledge of the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerised information system is maintained as requested. 13. Deal with issues that arise appropriately, including enquiries or complaints, ensuring that no issue is inappropriately delayed in being actioned. 14. Ensure good working relationships with all staff within the services, the organisation and all outside agencies. 15. Work closely and support supervisors and create additional rotas when needed 16. Plan and run GP recruitment events 17. Undertake additional duties where appropriate as requested by the Service Manager. 18. To plan and coordinate your workload to ensure all deadlines are met and objectives achieved 19. To maintain good standards of professionalism. 20. To undertake on-going personal development through participation in appraisal and supervision. 21. To attend and participate in relevant training identified through supervision and appraisal. 22. This job description will be reviewed with the Service Manager and Head of Operations as and when necessary, in conjunction with the post holder. As an employee of the organisation you may be asked to move within other services in response to service needs. This job description gives a general outline of the post and it is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder. Person Specification Skills Essential Excellent interpersonal and communication skills across all levels both inside and outside the organization. Verbal and written communication skills. Excellent telephone manner Aptitude and confidence for working with a rapidly changing environment. Ability to manage own workload, deliver to targets and deadlines Good computer literacy and familiarity with spreadsheets, Word, Excel, and Outlook Accuracy and attention to detail Able to work in a team and on own initiative. Able to analyse and problem solve complex information and make an informed decision. Able to take instruction, direction and work effectively as part of a team. Qualifications Essential Good general standard of education to GCSE level or equivalent Evidence of continuing professional development Intermediate Level IT Skills Personal Qualities Essential Open to learning and development, with a professional attitude Good motivation and an innovative approach to work. Able to develop and maintain good working relationships within the team. Act in ways that support equality and promote diversity Compassionate - Open minded, treats colleagues, patients, carers and relatives with dignity and respect. Confident but calm under pressure. Experience Essential Experience of working in a busy administrative role within a healthcare setting Experience of working with Primary Care IT systems (desirable) Experience of working across organisational boundaries in a health care setting Experience in coordinating team rotas and utilising electronic rostering solutions, i.e: Rotamaster 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 Waltham Forest Federated GP Network Address 500 Larkshall Road Highams Park London E4 9HH
Training Executive Carebeans Limited is a contemporary, innovative software company based in the UK. We design and build comprehensive care planning and management software, along with fully integrated mobile applications, for the UK social care sector. We are also developing exciting new in-home technologies to support independent living. Our customers in social care are Residential and Nursing Care Homes alongside businesses that provide care to people living in their own homes, typically called Domiciliary Care Providers. We are a small, hard-working team, delivering high business growth Our mission is: To deliver software that makes life better for the carer and those being cared for. To exploit the latest technology. To enable people to live better, safer and supported lives in their own homes and reduce social isolation. To ensure people living in care homes get the levels of care they deserve. To help care providers provide excellent levels of high quality and cost-efficient care. To offer premium levels of customer service, listening to our customers, responding to their needs whilst bringing new ideas for service delivery. To be the market leader in new technological ideas, challenging preconceptions and finding new, exciting ways to deliver the growing need for care without exponential cost. To build a motivated and rewarded team of care experts who are highly regarded and valued by our customers. Our work environment includes: On-the-job training Growth opportunities Work-from-home days Relaxed atmosphere Carebeans is an approved software supplier on the NHS DSCR DPS programme and as a result we are expanding our customer onboarding team with the addition of a dedicated Customer experience and training executive This person will be office based at one of our Monmouth, Northampton or Daresbury locations and will be mentored by a member of our Senior Leadership Team to become an expert in the use of our systems and the benefits we create for the social care sector. Responsibilities: Deliver structured online software training programmes to our clients. Assessing individual and group training needs to establish users’ knowledge/capability of software programmes. Deliver training to users on an individual or group basis Monitor all trainees’ progress, guaranteeing the necessary experience is attained. Maintain individual and group training records Evaluate the effectiveness of each training Document irregularities and work to find solutions. Comprehensive training and support will be provided to the right candidate. The right candidate is someone who wants to become a key part in a growing business and share in its success. The Ideal candidate will: Have software training experience in social care or be working in the care sector with good knowledge of digital systems. Have a patient and friendly approach to training with the ability to motivate others. Have the ability to provide clear and accurate advice and information to a variety of audiences, both verbally and in writing Excellent administrative, organisation, analytical and technical skills. Have a good understanding of technology Be familiar with Microsoft Office applications Be a problem solver and effectively feedback new enhancement requests to the Operations Team Have excellent administrative, organisation, analytical and technical skills. Be ambitious General Provide general support to the Company and assist with the support and onboarding teams as needed. Participate in and attend sales, training and marketing meetings as required. Proactively contribute to creating a good team atmosphere. Monitor own development towards business and individual objectives. Keep personal IT skills and knowledge up to date The vast majority of our training is delivered online but the right candidate may be required to travel to deliver onsite training. Have a full driving licence Salary is depending upon experience