Job summary
Salary: £26,500
Tenure: Permanent
Hours: 37.5
Location: Gateway
1, Holgate Park Drive, Holgate, York, YO26 4GG
Main duties of the job
The post holder will be responsible for
ensuring our clinical rotas are fully resourced across the multiple services
Nimbuscare delivers. They will be
responsible for ensuring all clinical rotas are coordinated efficiently,
liaising with medical staff to ensure adequate cover is provided at all times.
You will be responsible for maximising the skills and resources within this
cohort of staff and will be responsible for the booking of locums in order to
ensure cost effective and safe staffing levels within all clinical services.
The post holder will ensure an appropriate
level of skill mix is maintained at all times in line with service provision
and clinical safety.
The post holder will work accurately under
pressure with the ability to manage and prioritise their own workload.
This position is a demanding and fast paced
role which requires excellent organisational, interpersonal and communication
skills. The successful candidate will be
expected to work autonomously and prioritise effectively.
The successful candidate will be given full
training and a comprehensive induction programme.
About us
Nimbuscare is a not-for-profit Organisation that aims to be a collaborative and agile provider that cares for its people and patients. Nimbuscare is based in York and is owned by all the practices in the city, however we deliver services over a wider footprint.
We deliver Urgent Care Services in collaboration with the hospital and GP practices in York, Scarborough, Selby, Malton and Whitby. We also provide community based frailty care which focuses on treating people in the community where we can. We also aim to shift services into the community where possible, for example our Community Diagnostic Centre runs in partnership with the Acute Trust.
We are committed to contributing towards a better NHS based on equity, fairness, innovation, collaboration and quality.
In line with the General Data Protection Regulations (GDPR), Nimbuscare will use and hold your personal data for the intended purpose.
We are committed to safeguarding the welfare of children/vulnerable adults and expect the same commitment from all staff and volunteers.
Nimbuscare is committed to improving the diversity of its workforce to better reflect the communities it serves. We welcome applications from everyone and work to promote an inclusive supportive culture that values and celebrates our differences.
As a Disability Confident Committed employer disabled applicants who meet the essential criteria for this job are guaranteed an interview. Nimbuscare holds a license to sponsor visa applications.
Job description
Job responsibilities
Main Duties and Responsibilities:
- Develop, maintain, and co-ordinate a comprehensive rota schedule proactively ensuring the clinical rotas across Nimbuscareclinical services are resourced to the required levels each day.
- To be the main point of contact for clinical rota matters
- Identifying workforce gaps, acting on planned and unplanned absence to ensure service delivery is maintained and escalated where necessary.
- Ensure that rotas are reflective of planned service delivery to ensure sufficient resource and safe staffing numbers.
- Identify and highlight opportunities to make improvements to the clinical rotas that will improve patient experience, support our workforce, and reduce pressure on the services.
- Utilise the clinical rota system (Rotamaster) including supporting clinicians with set up, shift booking and responding to queries as required.
- Ensure shifts are updated on the clinical rota system on a daily basis to reflect actual hours worked to support with Payroll.
- Respond to queries from clinicians regarding the rota and to provide information in line with protocol and procedures.
- Ensure that all tasks in relation to Payroll are completed accurately and in line with agreed timescales, working in collaboration where needed with the wider HR Team.
- Participate in the preparation and administration of audit information.
- Build and maintain effective relationships with clinical staff working within the services.
- To provide a timely response to all rota queries, resolving problems using own initiative where possible.
- Recording and reporting of sickness absence for clinical staff.
- Communicate with clinical staff on rotas to maintain excellent communication skills, resolve problems and issues and escalate where appropriate.
- Provide reports on rotas as requested.
- As part of the wider team, to review working practices and suggest improvements, ensuring continual quality improvement.
- Required to comply with all relevant national and local statutory and mandatory requirements including Health and Safety, Infection Control.
- Stay up to date with relevant employment laws, guidelines and regulations to ensure the rota adheres to legal requirements.
- Be the point of contact and liaise with recruitment agencies to source locums
- Ensure all new starters receive a local induction to the relevant service, as well as accompanying documentation.
Business responsibilities:
- Maintain ethos and culture of Nimbuscare Limited.
- Positively promote Nimbuscare Limited both in and out of the workplace
- Attend educational and staff meetings as requested.
- To support the introduction of new working processes to optimise quality
- To build and maintain relationships with relevant personnel.
Learning and development:
You will participate in any training programme implemented by Nimbuscare Limited as part of this employment, such training to include:
- Participation in individual performance reviews, including maintaining a record of own personal and/or professional development.
- Make effective use of learning opportunities within and outside the workplace
- Undertake mandatory and statutory training as required.
Team working:
- Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.
- Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.
- Participate in team activities that create opportunities to improve patient care.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Confidentiality:
- To understand and be aware of the confidentiality of information gained during the course of your duties, which may include access to personal information relating to clients, patients and members of staff. It is expected that you understand the importance of treating information in a discreet and confidential manner.
Health & Safety:
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks identified.
Equality and Diversity:
- To actively support equality, diversity and inclusion and ensure that all work colleagues, patients and staff are valued and treated with dignity and respect.
Quality:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Effectively manage own time, workload and resources.
- Work within own limitations and experience.
- Be aware of and co-operate with audit.
- Work effectively with individuals in other agencies to meet patients needs.
- Portray a professional image at all times.
Communication:
- Communicate effectively with colleagues, patients and external parties
- Recognise and have awareness of peoples needs for alternative methods of communication and respond accordingly.
Other:
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. You are required to carry out any duties that may reasonably be requested.
Job description
Job responsibilities
Main Duties and Responsibilities:
- Develop, maintain, and co-ordinate a comprehensive rota schedule proactively ensuring the clinical rotas across Nimbuscareclinical services are resourced to the required levels each day.
- To be the main point of contact for clinical rota matters
- Identifying workforce gaps, acting on planned and unplanned absence to ensure service delivery is maintained and escalated where necessary.
- Ensure that rotas are reflective of planned service delivery to ensure sufficient resource and safe staffing numbers.
- Identify and highlight opportunities to make improvements to the clinical rotas that will improve patient experience, support our workforce, and reduce pressure on the services.
- Utilise the clinical rota system (Rotamaster) including supporting clinicians with set up, shift booking and responding to queries as required.
- Ensure shifts are updated on the clinical rota system on a daily basis to reflect actual hours worked to support with Payroll.
- Respond to queries from clinicians regarding the rota and to provide information in line with protocol and procedures.
- Ensure that all tasks in relation to Payroll are completed accurately and in line with agreed timescales, working in collaboration where needed with the wider HR Team.
- Participate in the preparation and administration of audit information.
- Build and maintain effective relationships with clinical staff working within the services.
- To provide a timely response to all rota queries, resolving problems using own initiative where possible.
- Recording and reporting of sickness absence for clinical staff.
- Communicate with clinical staff on rotas to maintain excellent communication skills, resolve problems and issues and escalate where appropriate.
- Provide reports on rotas as requested.
- As part of the wider team, to review working practices and suggest improvements, ensuring continual quality improvement.
- Required to comply with all relevant national and local statutory and mandatory requirements including Health and Safety, Infection Control.
- Stay up to date with relevant employment laws, guidelines and regulations to ensure the rota adheres to legal requirements.
- Be the point of contact and liaise with recruitment agencies to source locums
- Ensure all new starters receive a local induction to the relevant service, as well as accompanying documentation.
Business responsibilities:
- Maintain ethos and culture of Nimbuscare Limited.
- Positively promote Nimbuscare Limited both in and out of the workplace
- Attend educational and staff meetings as requested.
- To support the introduction of new working processes to optimise quality
- To build and maintain relationships with relevant personnel.
Learning and development:
You will participate in any training programme implemented by Nimbuscare Limited as part of this employment, such training to include:
- Participation in individual performance reviews, including maintaining a record of own personal and/or professional development.
- Make effective use of learning opportunities within and outside the workplace
- Undertake mandatory and statutory training as required.
Team working:
- Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.
- Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.
- Participate in team activities that create opportunities to improve patient care.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Confidentiality:
- To understand and be aware of the confidentiality of information gained during the course of your duties, which may include access to personal information relating to clients, patients and members of staff. It is expected that you understand the importance of treating information in a discreet and confidential manner.
Health & Safety:
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks identified.
Equality and Diversity:
- To actively support equality, diversity and inclusion and ensure that all work colleagues, patients and staff are valued and treated with dignity and respect.
Quality:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Effectively manage own time, workload and resources.
- Work within own limitations and experience.
- Be aware of and co-operate with audit.
- Work effectively with individuals in other agencies to meet patients needs.
- Portray a professional image at all times.
Communication:
- Communicate effectively with colleagues, patients and external parties
- Recognise and have awareness of peoples needs for alternative methods of communication and respond accordingly.
Other:
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. You are required to carry out any duties that may reasonably be requested.
Person Specification
Qualifications
Essential
- Good standard of general education up to A Level / Level 3
Other
Essential
- VDU use
- Flexibility to meet the needs of the service
Desirable
Competencies/Attributes
Essential
- Strong ability to communicate clearly and effectively on a range of complex resourcing issues
- Ability to work with senior managers and staff in a busy and changing environment to agree appropriate, effective and pragmatic solutions to service needs
- Ability to identify problems and develop appropriate and pragmatic solutions to meet them
- Good negotiating and influencing skills
- Comprehensive IT skills including outlook, word and excel
- Works well with others, is positive and helpful, listens and involves , respects and learns from the contribution of others
Experience
Essential
- Minimum of 1 year's experience of administering rotas / shifts for staff groups
- Proven experience of working with clinical systems e.g SystmOne
- Experience of working in a fast paced and changing environment
- To prioritise own workload effectively and multi-task
- Excellent attention to detail
- Ability to work to a high standard of accuracy
- Excellent communication skills written and verbal
- Rota design and implementation knowledge
- Responds pro-actively and positively to a role that is demanding, varied and time-sensitive
- An understanding of differing clinical remits within a Primary Care setting
Person Specification
Qualifications
Essential
- Good standard of general education up to A Level / Level 3
Other
Essential
- VDU use
- Flexibility to meet the needs of the service
Desirable
Competencies/Attributes
Essential
- Strong ability to communicate clearly and effectively on a range of complex resourcing issues
- Ability to work with senior managers and staff in a busy and changing environment to agree appropriate, effective and pragmatic solutions to service needs
- Ability to identify problems and develop appropriate and pragmatic solutions to meet them
- Good negotiating and influencing skills
- Comprehensive IT skills including outlook, word and excel
- Works well with others, is positive and helpful, listens and involves , respects and learns from the contribution of others
Experience
Essential
- Minimum of 1 year's experience of administering rotas / shifts for staff groups
- Proven experience of working with clinical systems e.g SystmOne
- Experience of working in a fast paced and changing environment
- To prioritise own workload effectively and multi-task
- Excellent attention to detail
- Ability to work to a high standard of accuracy
- Excellent communication skills written and verbal
- Rota design and implementation knowledge
- Responds pro-actively and positively to a role that is demanding, varied and time-sensitive
- An understanding of differing clinical remits within a Primary Care setting
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
