Job summary
The Medical Rota Coordinator is an essential role to the planning of both consultant and post graduate doctors (PGD) activity including out of hours work across the Trust. Liverpool Women's Hospital NHS Foundation Trust is seeking an experienced Rota Coordinator who can manage e-Rostering across the medial workforce.
The post holder will play a pivotal role in ensuring the staffing levels are appropriate within each division. The role is designed to manage the daily changes to the rota under the guidance of the Consultant rota leads and college tutors across the Divisions. Ensuring the training needs of PGD's are sufficient and the needs of the service is covered to an agreed standard. The post holder will also manage rota gaps and seek cover from the internal bank and or agency using the agreed platforms ensuring there is a clear record of all additional work.
Ensure medical rosters are appropriately staffed each day. This includes the appropriate skilled staff are scheduled to work each day and ensure all rota gaps are identified and addressed in sufficient time within the Trust guidelines. This may require daily adjustments to auto rostering to cover unexpected gaps.
Main duties of the job
The main element of the role is to ensure the Trust is fully staffed to the agreed requirement at all times. this includes both in hours and out of hours times. Attention to detail is an essential requirement to this role. The post holder will be expected to work in a fast-paced environment adjusting staffing to service needs and managing unexpected rota gaps.
The post holder will work closely with the operational teams within each division supporting the management of annual leave, sickness absence and swaps for both consultants and PGD's ensuring local policies are adhered to.
There is an expectation that the post holder will play an active role in planning rotations, creating rota templates and work schedules for each rotation under the supervision of the college tutors and the medical workforce manager.
The Post holder will use the Healthroster rostering system, working closely with the divisions to ensure the information held within the system is accurate and up to date. They will also be responsible for managing Allocate Rota, Exception Reporting and Allocate Job Plan. They will create accounts for new starters ensuring annual leave allowance and bank holiday allowance is added appropriately.
About us
Liverpool Women's delivers the highest standards of care for women, babies and their families. It is an exciting environment to work in and a great place to develop your career.
We value the contribution of individual talent and are committed to having a workforce that is representative of the local community. We will consider requests for flexible working on hiring.
Our core value is to 'Be Kind' and we have an ambition to 'Be Brilliant' with the best people, giving the safest care, to provide outstanding experiences.
The Trust is constantly innovating and evolving it's services to provide the most cutting edge care possible. We have long-term aspirations for the future. https://www.liverpoolwomens.nhs.uk/about-us/our-future/planning-for-future-generations/
We are committed to creating a greener Liverpool Women's https://www.liverpoolwomens.nhs.uk/media/4095/our-green-plan.pdf
https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Job description
Job responsibilities
The post holder will
- Be the first point of contact and provide support and advice to the operational teams and medical staff with regards to issues relating to rostering, annual leave and sickness.
- support the wider organisation in ensuring all medical staff are given adequate time within the roster to complete mandatory training.
- Audit annual leave ensuring medical are taking leave appropriately throughout the year and raise any concerns with the Medical Workforce Manager.
- Ensure all doctors work within EWTD (European Working Time Directive) legislation and follow good rostering guidance (NHS Employers).
- Meet weekly with the rota leads to ensure the rotas are agreed and signed off for each division.
- Meet with the operation support team to ensure theatres and acute areas are staffed appropriately identifying any areas of concern.
- Assist in the collating, production and analysis of monthly reports form the roster. This will include, rota gaps, locum usage, unavailability, and sickness reports.
- Process swap requests for both consultants and PGDs on Healthroster
- Manage the relevant Teams channel ensuring the gaps and master rota templates are up to date and shared.
- Proactively identify errors in skill mix and gaps on the rosters for both consultant and Post Graduate Doctors to ensure the errors are resolved in good time and gaps are covered.
- Alert the medical workforce manager and divisional managers to inadequate staffing suggesting solutions where possible.
- Liaise with Health Education England and the Lead Employer teams, ensuring rotational information is correct and filed appropriately.
- Maintain personal records for all rotational PGDs.
- Provide leadership and support to the assistant rota coordinator and other team members identifying areas of development and cross working.
- Support in developing policies, procedures, processes and user guidance material related to the eRostering system.
- Deliver an induction to new starters including training on the eRostering systems.
- Oversee the management and booking of on call rooms at the Trust in a fair and transparent manner.
- Remain up to date with good rostering guidance, junior doctor contract, Consultant terms and conditions and all other relevant polices both local and national.
- Support Clinical Leads throughout the annual job planning cycle ensuring all information on the Healthroster rostering system is accurate at all times.
- Participate and engage in junior doctor forums.
- Build strong relationships with both senior management at the Trust and Post Graduate Doctors.
- Ensure that information being input into the system is accurate.
- Manage own workload alongside dealing with unpredictable queries and changes in the roster that need immediate action.
- Communicate appropriately with users, providing clear advice and information using persuasion and all other relevant policies.
- Continue to build relationships with the senior leadership teams and medical management.
Job description
Job responsibilities
The post holder will
- Be the first point of contact and provide support and advice to the operational teams and medical staff with regards to issues relating to rostering, annual leave and sickness.
- support the wider organisation in ensuring all medical staff are given adequate time within the roster to complete mandatory training.
- Audit annual leave ensuring medical are taking leave appropriately throughout the year and raise any concerns with the Medical Workforce Manager.
- Ensure all doctors work within EWTD (European Working Time Directive) legislation and follow good rostering guidance (NHS Employers).
- Meet weekly with the rota leads to ensure the rotas are agreed and signed off for each division.
- Meet with the operation support team to ensure theatres and acute areas are staffed appropriately identifying any areas of concern.
- Assist in the collating, production and analysis of monthly reports form the roster. This will include, rota gaps, locum usage, unavailability, and sickness reports.
- Process swap requests for both consultants and PGDs on Healthroster
- Manage the relevant Teams channel ensuring the gaps and master rota templates are up to date and shared.
- Proactively identify errors in skill mix and gaps on the rosters for both consultant and Post Graduate Doctors to ensure the errors are resolved in good time and gaps are covered.
- Alert the medical workforce manager and divisional managers to inadequate staffing suggesting solutions where possible.
- Liaise with Health Education England and the Lead Employer teams, ensuring rotational information is correct and filed appropriately.
- Maintain personal records for all rotational PGDs.
- Provide leadership and support to the assistant rota coordinator and other team members identifying areas of development and cross working.
- Support in developing policies, procedures, processes and user guidance material related to the eRostering system.
- Deliver an induction to new starters including training on the eRostering systems.
- Oversee the management and booking of on call rooms at the Trust in a fair and transparent manner.
- Remain up to date with good rostering guidance, junior doctor contract, Consultant terms and conditions and all other relevant polices both local and national.
- Support Clinical Leads throughout the annual job planning cycle ensuring all information on the Healthroster rostering system is accurate at all times.
- Participate and engage in junior doctor forums.
- Build strong relationships with both senior management at the Trust and Post Graduate Doctors.
- Ensure that information being input into the system is accurate.
- Manage own workload alongside dealing with unpredictable queries and changes in the roster that need immediate action.
- Communicate appropriately with users, providing clear advice and information using persuasion and all other relevant policies.
- Continue to build relationships with the senior leadership teams and medical management.
Person Specification
Skills, Knowledge & Aptitudes
Essential
- Experience of using electronic rostering software such as allocate or DRS
- Ability to manage and resolve complex staffing issues using own initiative
- Experience of engaging all levels of staff to ensure deadlines are met
- Understanding of medical Rosters
- Excellent problem solving skills
- Strong analytical skills and attention to detail
- Ability to engage and motivate others
- Demonstrate high levels of customer service in own work
- Able to maintain the quality of own work and meet deadlines by managing time effectively
- Able to plan own work against contractual deadlines
- Provide an effective quality service in a busy environment
- Ability to work well in a team
- Ability to cope working in a stressful environment
Desirable
- Knowledge of ESR or similar
- Knowledge of medical terms and conditions for all grades of medical staff
- Good understanding of good rostering guidance
- Knowledge of ETWD
- Understanding of The Lead Employer arrangement in the North West
- Understanding of the training pathway for junior doctors (PGDs)
- Understanding of the NHS and its challenges around the medical workforce
Qualifications & Learning
Essential
- Education to degree level or equivalent work experience
- Excellent IT skills including Excel
- Significant expertise in using systems
Desirable
- Experience of training others
- IT qualification
- Allocate Certified Administrator (RCA)
- HealthMedic Allocate Certified Administrator (HMRCA)
- HealthMedic Allocate Certified Professional (HMRCP)
Experience
Essential
- Experience in rostering staff into compliant rosters
- Can demonstrate experience of managing and delivering deadlines
- Experience of inputting data accurately
- Experience in system implementation and / or providing end user support
- Experience of working in a fastpaced environment
- Experience of supporting others within a team to get the best out of the team
Desirable
- Experience in medical Rota coordinating
- Experience of working with a HR team
- Experience of working alongside a Finance team
- Experience of working in the NHS
- Experience of liaising with medical staff
Person Specification
Skills, Knowledge & Aptitudes
Essential
- Experience of using electronic rostering software such as allocate or DRS
- Ability to manage and resolve complex staffing issues using own initiative
- Experience of engaging all levels of staff to ensure deadlines are met
- Understanding of medical Rosters
- Excellent problem solving skills
- Strong analytical skills and attention to detail
- Ability to engage and motivate others
- Demonstrate high levels of customer service in own work
- Able to maintain the quality of own work and meet deadlines by managing time effectively
- Able to plan own work against contractual deadlines
- Provide an effective quality service in a busy environment
- Ability to work well in a team
- Ability to cope working in a stressful environment
Desirable
- Knowledge of ESR or similar
- Knowledge of medical terms and conditions for all grades of medical staff
- Good understanding of good rostering guidance
- Knowledge of ETWD
- Understanding of The Lead Employer arrangement in the North West
- Understanding of the training pathway for junior doctors (PGDs)
- Understanding of the NHS and its challenges around the medical workforce
Qualifications & Learning
Essential
- Education to degree level or equivalent work experience
- Excellent IT skills including Excel
- Significant expertise in using systems
Desirable
- Experience of training others
- IT qualification
- Allocate Certified Administrator (RCA)
- HealthMedic Allocate Certified Administrator (HMRCA)
- HealthMedic Allocate Certified Professional (HMRCP)
Experience
Essential
- Experience in rostering staff into compliant rosters
- Can demonstrate experience of managing and delivering deadlines
- Experience of inputting data accurately
- Experience in system implementation and / or providing end user support
- Experience of working in a fastpaced environment
- Experience of supporting others within a team to get the best out of the team
Desirable
- Experience in medical Rota coordinating
- Experience of working with a HR team
- Experience of working alongside a Finance team
- Experience of working in the NHS
- Experience of liaising with medical staff
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).
