Workforce Administrator

The Workforce Administrator is responsible for the efficient and effective coordination of the federation workforce, ensuring that clinical rotas are developed, maintained and delivered in line with service requirements.

The post holder will lead on workforce scheduling, annual leave management, locum coordination and service rota administration whilst also providing operational and business support across the organisation.

In addition to workforce responsibilities, the role will support the day-to-day operational functions of the federation, including purchase order administration, invoice processing, reporting and general business support activities.

The post holder will act as a key point of coordination between workforce, operational and financial processes, ensuring the smooth day-to-day administration of workforce deployment, supplier payments, purchase orders and service support functions.

The Workforce Administrator works as part of the Administration Team, providing essential "back office" support to ensure services operate effectively and efficiently. The role requires a proactive, organised and flexible individual who can prioritise competing demands, work independently and support the delivery of high-quality patient services.

The post holder will organise their workload effectively and ensure all tasks are completed within agreed timescales and organisational standards.

Main duties of the job

• Administer and record annual leave sickness and maternity leave requests in line with federation policy and provide relevant information to payroll
• Prepare and maintain accurate clinical rotas ensuring service needs are met and liaise with clinical leads to resolve workforce and rota issues
• Communicate rota arrangements and changes clearly to clinicians and relevant staff to support effective service delivery
• Cancel and rearrange clinical sessions when required and coordinate patient contact where appointments are affected
• Contact locums to arrange clinical sessions in advance and maintain accurate records of bookings and availability
• Coordinate onboarding for new clinical staff including shadow shifts induction access to clinical and operational systems and agreed working patterns
• Work with HR to ensure locums have appropriate contracts documentation and agency agreements in place
• Check locum invoices against agreed sessions and resolve discrepancies where required
• Prepare timetables for medical students learners and other placements
• Enter and amend appointment schedules and rotas accurately and in accordance with federation policy
• Support workforce planning service mobilisation and related operational activities
• Maintain accurate workforce records respond to queries and provide information to relevant colleagues as required
• Undertake any other duties required to support the effective operation of workforce rota and appointment systems

ELM Alliance Ltd was formed by the GP Practices in 2017 and has approximately 200 people working for us and with us. We deliver NHS services to the patients of Redcar, Cleveland and Middlesbrough and are wholly owned by the local GP Practices. Our services include primary care general practice, services to care homes and community services.

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