Outpatient Clinic Administrator

Job overview

We are seeking an experienced and highly organised professional to lead medical staffing and rota management within the division. Working closely with Service Managers, Clinical Leads and senior stakeholders, the post holder will ensure safe, compliant and cost-effective junior doctor rotas, aligned with New Deal and Working Time Directive requirements.

The role supports delivery of operational objectives, oversees administrative teams, and plays a key role in workforce planning, performance monitoring and service improvement. Responsibilities include managing leave, sickness and locum cover, advising on staffing and rota issues, supporting NHS performance targets, and contributing to service redesign to improve patient flow and the acute care pathway.

The post holder will also provide leadership in people and financial management, ensuring effective communication, accurate systems recording, and compliance with Trust policies, while promoting high standards of performance, governance and patient safety.

Main duties of the job

The post holder will lead, in conjunction with Service Managers and Lead Clinicians, on all matters relating to medical staffing within the division and will oversee the administrative team. The role supports Service Managers in delivering agreed operational objectives, prioritised by the Senior Management Team.

Key responsibilities include managing the effective running of clinical rotas, ensuring full compliance with Working Time Directive requirements, overseeing junior doctor working patterns, and leading departmental inductions. The post holder will advise Service Managers, the General Manager, Clinical Director and Lead Clinicians on rota and staffing-related operational issues.

The role includes overseeing sickness, annual leave and study leave processes, ensuring accurate recording on relevant systems once clinically approved, and coordinating cover for staffing gaps. Working closely with clinical teams, the post holder will support the design and implementation of junior doctor rotas and take a creative approach to resourcing during periods of peak activity.

Additional responsibilities include supporting Service Managers with data analysis to maintain NHS targets (including breach analysis and ambulance offloads), contributing to service changes that improve the acute patient pathway, and overseeing administrative teams alongside Operational Team Leaders and Supervisors.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

Service and Operational Support Responsibilities

• Lead monitoring and management of medical rotas, ensuring compliance with New Deal and EWTD legislation.

• Secure appropriate approvals to recruit to vacancies, minimising locum usage where possible.

• Work with doctors and Consultants to redesign rotas in response to changing service demands, balancing service delivery, training and working hours.

• Negotiate and influence clinical staff to support service change, incorporating their views into planning.

• Advise Service and General Managers and Lead Clinicians on rota issues, including those raised by the BMA.

• Work with Finance to ensure establishment controls are maintained and staff are paid correctly against cost centres, owning changes with Capita.

• Support analysis of performance data to maintain NHS 4-hour targets.

• Ensure Trust conduct, performance and communication policies are implemented effectively.

• Oversee staff onboarding, IT access, training, telecoms equipment, directories, group emails and web content.

• Maintain accurate records of leave, appraisals and staffing data on e-Rostering systems.

Rota Management

• Ensure safe junior doctor cover at all times.

• Arrange cover for rota gaps using internal solutions before seeking agency locums in line with agreed rates.

• Maintain accurate, compliant rotas and coordinate training on rota systems.

• Track locum bookings, approvals, payments and financial accruals.

• Attend meetings to reduce agency spend and improve service quality.

• Distribute rotas to staff in a timely manner.

People Management and Performance

• Lead, coach and manage staff performance, addressing underperformance and recognising excellence.

• Set objectives, conduct appraisals, and identify training and development needs.

• Ensure compliance with mandatory and statutory training.

• Manage sickness absence, vacancies, exception reporting and return-to-work processes in line with Trust policy.

Financial and Staff Activity Management

• Ensure locum use is justified and approved.

• Advise senior managers on cost-effective rota changes and flag potential cost increases.

• Maintain accurate records of contracts, extensions and leavers.

• Line manage administrative teams, monitor attendance and ensure compliance with Trust policies.

General

• Maintain health, safety, confidentiality, infection control and professional standards in line with Trust and statutory requirements.

• Take responsibility for personal development and contribute to team development.

• This job description may be reviewed and amended in consultation with the post holder.

Person specification

Knowledge, Skills & Education

Essential criteria

• Knowledge of effective management of medical rotas and dealing with compliance issues
• Well-developed leadership and influencing skills with the ability to enthuse motivate and involve individual and teams to understand the trust and your performance expectations
• Ability to initiate and implement improvements in collaboration with clinical and administrative colleagues
• Education to degree level or equivalent knowledge, skills and experience
• Good computer literacy including the use of computerised recording systems, Word and Excel spread sheet packages
• Strong communication skills including the ability to relate and communicate with patients and staff at all levels. Able to adapt communication style as necessary.
• Skilled in use of Doctors' rostering software or equivalent systems
• Detailed knowledge of the legal, national and local frameworks pertaining to the employment of medical staff including the Junior Doctor’s New Deal and European Working Time Directive Regulations.
• Previously Medical Staffing experience ideally from the NHS or any similar provider
• Demonstrates commitment to high standards of patient care and service delivery and demonstrates evidence of developing innovative practice and of being proactive in the management of change
• Ability to be intellectually flexible and to look beyond existing structures, ways of working, boundaries and organisations to produce more effective service delivery
• High level of work organisation, self-for performance and improvement and flexibility in approach and attitude

Desirable criteria

• Good knowledge of patient administration systems
• Up to date knowledge of the monitoring process for junior doctors and obligations for employers
• Demonstrable experience working in an acute hospital environment
• Knowledge of national emergency department KPIs and targets

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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