Job summary
An opportunity has arisen for an enthusiastic, well-motivated individual who enjoys working in a challenging and busy environment. You willprovide a point of contact for all medical staff within theMedical Department and be responsible for the coordination of short and longer-term staffing solutions to achieve a cohesive and efficient service.Ensuring the management of sickness, absence and leave to promote optimal service delivery via theMedical Department rota and support and sustain Medical and Emergency Department service provision.
Main duties of the job
The post holder will work closely with the Divisional management teams to coordinate and produce the rotas for the clinical staff; ensuring the allocation of annual leave, professional leave and study leave are reflected accurately and, after liaising with the specialty management teams, escalate any disputes which may threaten the continuity of service.
Provide a point of contact for medical staff, and work with the divisional management team to ensure that there is no disruption to service delivery and keep locum, extra session and ad hoc medical staffing expenditure to a minimum.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
- The post holder will work closely with the Divisional management teams to coordinate and produce the rotas for the clinical staff; ensuring the allocation of annual leave, professional leave and study leave are reflected accurately and, after liaising with the specialty management teams, escalate any disputes which may threaten the continuity of service to the Clinical Leads for final decision.
- Provide a first point of contact for medical staff, liaising with the specialty management teams and agree how any authorised absence is allocate ensuring that all requests are treated fairly and equitably within Trust guidelines and the European Working Time Directive (EWTD).
- The post holder will support the Divisional management and service teams in the production of the specialty rotas whereby medical staff are allocated to cover all aspects of the services. The post holder must ensure rotas are produced within the required 6 weeks notice period to ensure capacity can be managed accordingly.
- The post holder will be expected to work closely with the Divisional management team to ensure that there is no disruption to service delivery and keep locum, extra session and ad hoc medical staffing expenditure to a minimum.
- Responsible for the formulation/maintenance of the rota template, according to approved leave and assignment of trainees and Staff Grade sessions, according to guidelines.
- Printing, publishing and distribution of the rotas across the Division.
- Day to day responsibility for troubleshooting, i.e. arranging/amending to cover for absence, working with external agencies. Coordination of documentation for all external locums.
- The post holder will plan and manage their workload and diary commitments to meet service requirements.
- Act as point of contact for medical staff queries in relation to the management of rotas (Annual, study, sickness leave etc).
- Coordinate annual and study leave requests, approved according to guidelines (or referral to Clinical Director), recording of leave entitlements. Responsibility for ensuring such coordination allows service requirements to be met.
- Manage and monitor all study leave for doctors (Consultants, Staff Grades, Trainee Doctors, Clinical Fellows and Trust Grade SHOs). Include keeping an accurate database of all study leave applications ensuring that service requirements are met (over a 3 year rolling period). To provide accurate and timely information to the Divisional Senior Management Team as and when required. To provide doctors with information regarding their study leave entitlement.
- To work with and act upon the guidance of the Rota Coordinator, Service Manager, Clinical Director in conjunction with amending rotas for New Deal Compliance for Junior Doctors.
- Arrange staff accommodation where necessary for locum doctors, liaising with the ISS Accommodation Officer regarding requirements and ensuring accurate rota information is supplied.
- Coordinate and submit all sickness absence, ensuring monthly records are maintained in a proactive manner for junior doctors. Complete documentation regarding sickness to be forwarded to the HR management team as per the Trusts process.
- Monitor temporary contract arrangements for medical staff and maintain and update rotational charts and establishment information, ensuring medical workforce information is up to date and informing internal and external stakeholders of all relevant vacancies.
- To support the rota coordinator in organising junior doctor inductions throughout the calendar year.
- To ensure all sickness absence is circulated to relevant parties to ensure adequate cover is provided. Ensure switchboard and on-call teams are informed of any changes to the on-call rotas due to unforeseen circumstances on a daily basis. Maintain database for sickness absence and escalate to the Lead Clinicians and Clinical Director high levels of absenteeism.
- To assist, support and advise Divisional Management Team, Lead Clinicians and junior doctors on the design and implementation of rotas and work patterns, including new approaches to achieve compliance with New Deal and EWTD and are best value for the Trust.
- Assist in the monitoring procedures required for the ministerial return in relation to EWTD compliance for junior doctors.
- Ensure doctors in training understand their duties and rota commitments and there is appropriate compliant cover by junior doctors at all times.
- Facilitate the study leave and locum cover coordinators by advance planning and coordination of leave at a departmental level.
- Ensure locums receive induction package and review induction materials on an ad hoc basis.
- Facilitate junior doctors; training opportunities by coordination of their clinical commitments and ensure appropriate rest provisions and leave.
- Act as a central contact for doctors and local coordinators within the Trust for all annual, maternity, paternity leave, resignations, sickness reporting and rota issues.
- Sign-posting staff to HR where necessary to answer any queries and ensure that procedures and documentation are processed accurately and efficiently within the required timescales.
- Monitor temporary contract arrangements for medical staff and maintain and update medical rotation charts and establishment information, ensuring medical workforce information is up to date and informing internal and external bodies of all relevant vacancies.
- To support the Divisional in the processes for monitoring of junior doctors hours and rotas.
- Liaise with HR and medical agencies via the Trusts process for the recruitment of locum doctors, including finding emergency cover within tight timescales, ensuring that contracted agencies are used via Trust guidance.
- Co-ordinate via medical staffing and the HR Managers for Acute and Planned Care Division employment checks from locum details supplied by agencies and ensure all documentation is correct.
- To answer the telephone under Trust protocol and record accurate messages in a polite and professional manner. To prioritise urgent messages, to manage directly routine responses and ensure all messages are dealt with appropriately, taking any necessary action and making this clear to the relevant Divisional Managers in a timely manner.
- Ensure electronic systems are updated on a regular basis. Use these systems to produce analysis reports regarding agency costs and vacancies for the Divisional Management Team.
- Carry out other duties within the scope of this post as required by the Division.
- To ensure medical staffing shifts are booked in advance ahead of each shift and minimise retrospective booking of ad hoc shifts
Job description
Job responsibilities
- The post holder will work closely with the Divisional management teams to coordinate and produce the rotas for the clinical staff; ensuring the allocation of annual leave, professional leave and study leave are reflected accurately and, after liaising with the specialty management teams, escalate any disputes which may threaten the continuity of service to the Clinical Leads for final decision.
- Provide a first point of contact for medical staff, liaising with the specialty management teams and agree how any authorised absence is allocate ensuring that all requests are treated fairly and equitably within Trust guidelines and the European Working Time Directive (EWTD).
- The post holder will support the Divisional management and service teams in the production of the specialty rotas whereby medical staff are allocated to cover all aspects of the services. The post holder must ensure rotas are produced within the required 6 weeks notice period to ensure capacity can be managed accordingly.
- The post holder will be expected to work closely with the Divisional management team to ensure that there is no disruption to service delivery and keep locum, extra session and ad hoc medical staffing expenditure to a minimum.
- Responsible for the formulation/maintenance of the rota template, according to approved leave and assignment of trainees and Staff Grade sessions, according to guidelines.
- Printing, publishing and distribution of the rotas across the Division.
- Day to day responsibility for troubleshooting, i.e. arranging/amending to cover for absence, working with external agencies. Coordination of documentation for all external locums.
- The post holder will plan and manage their workload and diary commitments to meet service requirements.
- Act as point of contact for medical staff queries in relation to the management of rotas (Annual, study, sickness leave etc).
- Coordinate annual and study leave requests, approved according to guidelines (or referral to Clinical Director), recording of leave entitlements. Responsibility for ensuring such coordination allows service requirements to be met.
- Manage and monitor all study leave for doctors (Consultants, Staff Grades, Trainee Doctors, Clinical Fellows and Trust Grade SHOs). Include keeping an accurate database of all study leave applications ensuring that service requirements are met (over a 3 year rolling period). To provide accurate and timely information to the Divisional Senior Management Team as and when required. To provide doctors with information regarding their study leave entitlement.
- To work with and act upon the guidance of the Rota Coordinator, Service Manager, Clinical Director in conjunction with amending rotas for New Deal Compliance for Junior Doctors.
- Arrange staff accommodation where necessary for locum doctors, liaising with the ISS Accommodation Officer regarding requirements and ensuring accurate rota information is supplied.
- Coordinate and submit all sickness absence, ensuring monthly records are maintained in a proactive manner for junior doctors. Complete documentation regarding sickness to be forwarded to the HR management team as per the Trusts process.
- Monitor temporary contract arrangements for medical staff and maintain and update rotational charts and establishment information, ensuring medical workforce information is up to date and informing internal and external stakeholders of all relevant vacancies.
- To support the rota coordinator in organising junior doctor inductions throughout the calendar year.
- To ensure all sickness absence is circulated to relevant parties to ensure adequate cover is provided. Ensure switchboard and on-call teams are informed of any changes to the on-call rotas due to unforeseen circumstances on a daily basis. Maintain database for sickness absence and escalate to the Lead Clinicians and Clinical Director high levels of absenteeism.
- To assist, support and advise Divisional Management Team, Lead Clinicians and junior doctors on the design and implementation of rotas and work patterns, including new approaches to achieve compliance with New Deal and EWTD and are best value for the Trust.
- Assist in the monitoring procedures required for the ministerial return in relation to EWTD compliance for junior doctors.
- Ensure doctors in training understand their duties and rota commitments and there is appropriate compliant cover by junior doctors at all times.
- Facilitate the study leave and locum cover coordinators by advance planning and coordination of leave at a departmental level.
- Ensure locums receive induction package and review induction materials on an ad hoc basis.
- Facilitate junior doctors; training opportunities by coordination of their clinical commitments and ensure appropriate rest provisions and leave.
- Act as a central contact for doctors and local coordinators within the Trust for all annual, maternity, paternity leave, resignations, sickness reporting and rota issues.
- Sign-posting staff to HR where necessary to answer any queries and ensure that procedures and documentation are processed accurately and efficiently within the required timescales.
- Monitor temporary contract arrangements for medical staff and maintain and update medical rotation charts and establishment information, ensuring medical workforce information is up to date and informing internal and external bodies of all relevant vacancies.
- To support the Divisional in the processes for monitoring of junior doctors hours and rotas.
- Liaise with HR and medical agencies via the Trusts process for the recruitment of locum doctors, including finding emergency cover within tight timescales, ensuring that contracted agencies are used via Trust guidance.
- Co-ordinate via medical staffing and the HR Managers for Acute and Planned Care Division employment checks from locum details supplied by agencies and ensure all documentation is correct.
- To answer the telephone under Trust protocol and record accurate messages in a polite and professional manner. To prioritise urgent messages, to manage directly routine responses and ensure all messages are dealt with appropriately, taking any necessary action and making this clear to the relevant Divisional Managers in a timely manner.
- Ensure electronic systems are updated on a regular basis. Use these systems to produce analysis reports regarding agency costs and vacancies for the Divisional Management Team.
- Carry out other duties within the scope of this post as required by the Division.
- To ensure medical staffing shifts are booked in advance ahead of each shift and minimise retrospective booking of ad hoc shifts
Person Specification
Education & Professional Qualifications
Essential
- Educated to O-level/GCSE including English and Maths or equivalent, level of diploma or equivalent level of experience requiring ongoing on-the-job training, Prior administrator experience
Desirable
- ECDL, IT qualifications, NVQ Level 3
Experience
Essential
- Previous work experience in the NHS, Experience of managing information, Experience of database querying and data entry
Desirable
- Knowledge of Rota coordination, Previous NHS Health Care experience, Hospital Rota Management system
Skills & Abilities
Essential
- Word processing and spreadsheet skills, organisational & communication skills, able to prioritise own workload
Person Specification
Education & Professional Qualifications
Essential
- Educated to O-level/GCSE including English and Maths or equivalent, level of diploma or equivalent level of experience requiring ongoing on-the-job training, Prior administrator experience
Desirable
- ECDL, IT qualifications, NVQ Level 3
Experience
Essential
- Previous work experience in the NHS, Experience of managing information, Experience of database querying and data entry
Desirable
- Knowledge of Rota coordination, Previous NHS Health Care experience, Hospital Rota Management system
Skills & Abilities
Essential
- Word processing and spreadsheet skills, organisational & communication skills, able to prioritise own workload
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.
