Job summary
We are looking for an enthusiastic and committed Rota Co-ordinator to work within the Medicine Care group. The Rota Co-ordinator's role will be to provide and manage the Medical Rota for junior doctors to ensure that adequate provisions are made to maintain patient's safety across the Medical specialties.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Advance planning and construction of rotas for Medical Specialties in a timely manner (i.e. available for publication minimum 6 weeks in advance) that are 2016 contract and EWTD compliant.
Management of Rota re-design for projects around the Medical Specialties. Liaison with stakeholders to ensure effectiveness of projects, in conjunction with Project Lead for the Trust.
Recruitment of junior doctors - identifying where vacancies will cause issues with service provision. Escalating issues in a timely manner to:
- HR to advertise & fill vacancies
- Temporary Staffing to book locums as required
- Support Manager or Cluster Manager as required
- Care Group Manager
Management of Specialty rotas ; includes ensuring shift swaps & leave are 2016 contract compliant, ensuring staffing levels / minimum core numbers are maintained at all times, responsible for arranging cross cover of staff over high periods of absence due to leave or sickness, and management of sick leave, annual & study leave.
Use of detailed knowledge and understanding of 2016 contract, EWTD to advise stakeholders on how to achieve compliance for junior doctors rotas, the results on non-compliance and its effects on budgets.
Advising junior doctors on medical staffing issues such as leave entitlements (Paternity Leave / Annual Leave, Domestic Crisis Leave) contract, banding, working patterns
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Advance planning and construction of rotas for the Trust to ensure they are produced in a timely manner (i.e. available for publication minimum 8 weeks in advance) and that they are 2016 contract and EWTD compliant.
- Revision of rotas across the Trust as required to allow shift swapping / leave requirements. Management / re-design of rotas to minimise locum expenditure due to sickness / unplanned absences.
- Management of rotas to ensure swapping of shifts are 2016 contract compliant.
- Daily management of junior medical staffing levels to ensure staffing levels / minimum core numbers are maintained at all times.
- Daily management of cross cover of staff between teams over high periods of absence due to leave or sickness.
- Management of rotas to ensure cover for all necessary out of hours shifts in liaison with Medical Personnel and Directorate Management teams.
- Management of rotas to minimise locum expenditure due to sickness / unplanned absences.
- Re-organisation of rota shifts to meet operational demands and clinical governance caused by unexpected absences.
- Weekend planning.
- Manage the requirements of Annual Leave, study leave and sick leave for F1s, CT/ST/F2s, SpRs and relevant Trust Doctors within the Trust.
- Maintenance of specialty Take & Cover database, which provides an audit trail for leave, hours, on-calls, etc.
- Promotion of flexibility of staff and leave arrangements, to include negotiation with junior doctors regarding duties where appropriate.
- Responsible for working with Clinical leads and Directorate Managers to contain clinical risk whilst ensuring compliance with 2016 contract and EWTD guidelines on working patterns and hours.
- Identification of posts and rotations to be advertised, managing the recruitment so the process is efficient and effective.
- Monitor feedback from Medical Personnel to oversee the recruitment process e.g. number of CVs returned by closing date, status of interview dates and panels, number of shortlisted candidates and anticipated start dates of applicants.
- Obtain feedback from Consultants about locum appointments.
- Develop specialist knowledge underpinned by theory of the Junior Doctors 2016 contract and EWTD to manage and produce compliant rotas across the Trust.
- Devise creative and innovative solutions to ensure compliance with regulations.
- Assist with Strategic planning to meet 2016 contract and EWTD targets
- Attend appropriate regional seminars, meetings and forums in relation to JDH and WTD.
- Promote continual development of better working practices for Junior Doctors such as development of bleep policies, introduction and development of innovative roles and guidelines for working patterns.
- Awareness of implications of non-compliance and financial recovery.
- Management of rota post movements identifying which doctor is in each post at any time in the Trust.
- To receive and disseminate complex issues to stakeholders.
- To be able to communicate with all levels of staff with discretion and diplomacy.
- Daily communication with junior doctors regarding oncall duties, via e-mail and face to face discussion, to grant leave whilst ensuring core staffing levels for the department.
- Daily communication advising junior doctors on medical staffing issues such as leave entitlements (Paternity Leave / Annual Leave, Domestic Crisis Leave), contracts, banding, working patterns.
- Negotiation with junior doctors, consultants and directorates in the and planning of rotas to ensure EWTD / 2016 contract compliance.
- Facilitate regular meetings with stakeholders such as junior doctors, Clinical Directors, Directorate Managers, Consultants.
- Presentations to multi-disciplinary groups Trust wide to give information on subjects such as EWTD / 2016 contract.
- Liaise closely with and feedback to Peninsula Deanery, Director of Medical Education, Medical Tutor, Clinical Directors and Directorate Managers regarding, educational value of posts, identification, generation and collation of bids for new posts at PRHO, SHO and SpR level, identification and development of support roles, development of posts to meet Modernising Medical Careers.
- Maintain close liaison with the MDHU with regard to military posts to include, identification of educationally approved Medical rotations for military personnel for both advance and short notice, confirmation of joiners and leavers, ensuring cover for leave requests for military leave or posts vacated by redeployment at short notice, record eligible absences of MoD Medical Personnel (Junior and Senior).
- Liaise with college tutors to maintain & improve the educational content of posts.
- Liaise closely with Medical Personnel and oversee the recruitment of doctors at Consultant, Staff Grade SpR, SHO and F2/F1 level to include accredited and Trust doctor posts.
- Establish good working relationships with:
-
- Medical Personnel Advisor for Junior Doctors Hours
- Peninsula Deanery
- Clinical Directors
- Directorate Managers and Support Managers
- Consultant Medical Staff
- Junior Medical Staff
- Senior Nursing staff including Ward Managers
- Other operational and corporate managers
- MDHU
- Medical Personnel.
- Heads of Departments
- Staff Representatives
- Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive.
- Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
- Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
- Attend statutory, essential and mandatory training.
- Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.
- Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.
- Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.
- Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.
- Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.
- Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.
- Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.
Job description
Job responsibilities
- Advance planning and construction of rotas for the Trust to ensure they are produced in a timely manner (i.e. available for publication minimum 8 weeks in advance) and that they are 2016 contract and EWTD compliant.
- Revision of rotas across the Trust as required to allow shift swapping / leave requirements. Management / re-design of rotas to minimise locum expenditure due to sickness / unplanned absences.
- Management of rotas to ensure swapping of shifts are 2016 contract compliant.
- Daily management of junior medical staffing levels to ensure staffing levels / minimum core numbers are maintained at all times.
- Daily management of cross cover of staff between teams over high periods of absence due to leave or sickness.
- Management of rotas to ensure cover for all necessary out of hours shifts in liaison with Medical Personnel and Directorate Management teams.
- Management of rotas to minimise locum expenditure due to sickness / unplanned absences.
- Re-organisation of rota shifts to meet operational demands and clinical governance caused by unexpected absences.
- Weekend planning.
- Manage the requirements of Annual Leave, study leave and sick leave for F1s, CT/ST/F2s, SpRs and relevant Trust Doctors within the Trust.
- Maintenance of specialty Take & Cover database, which provides an audit trail for leave, hours, on-calls, etc.
- Promotion of flexibility of staff and leave arrangements, to include negotiation with junior doctors regarding duties where appropriate.
- Responsible for working with Clinical leads and Directorate Managers to contain clinical risk whilst ensuring compliance with 2016 contract and EWTD guidelines on working patterns and hours.
- Identification of posts and rotations to be advertised, managing the recruitment so the process is efficient and effective.
- Monitor feedback from Medical Personnel to oversee the recruitment process e.g. number of CVs returned by closing date, status of interview dates and panels, number of shortlisted candidates and anticipated start dates of applicants.
- Obtain feedback from Consultants about locum appointments.
- Develop specialist knowledge underpinned by theory of the Junior Doctors 2016 contract and EWTD to manage and produce compliant rotas across the Trust.
- Devise creative and innovative solutions to ensure compliance with regulations.
- Assist with Strategic planning to meet 2016 contract and EWTD targets
- Attend appropriate regional seminars, meetings and forums in relation to JDH and WTD.
- Promote continual development of better working practices for Junior Doctors such as development of bleep policies, introduction and development of innovative roles and guidelines for working patterns.
- Awareness of implications of non-compliance and financial recovery.
- Management of rota post movements identifying which doctor is in each post at any time in the Trust.
- To receive and disseminate complex issues to stakeholders.
- To be able to communicate with all levels of staff with discretion and diplomacy.
- Daily communication with junior doctors regarding oncall duties, via e-mail and face to face discussion, to grant leave whilst ensuring core staffing levels for the department.
- Daily communication advising junior doctors on medical staffing issues such as leave entitlements (Paternity Leave / Annual Leave, Domestic Crisis Leave), contracts, banding, working patterns.
- Negotiation with junior doctors, consultants and directorates in the and planning of rotas to ensure EWTD / 2016 contract compliance.
- Facilitate regular meetings with stakeholders such as junior doctors, Clinical Directors, Directorate Managers, Consultants.
- Presentations to multi-disciplinary groups Trust wide to give information on subjects such as EWTD / 2016 contract.
- Liaise closely with and feedback to Peninsula Deanery, Director of Medical Education, Medical Tutor, Clinical Directors and Directorate Managers regarding, educational value of posts, identification, generation and collation of bids for new posts at PRHO, SHO and SpR level, identification and development of support roles, development of posts to meet Modernising Medical Careers.
- Maintain close liaison with the MDHU with regard to military posts to include, identification of educationally approved Medical rotations for military personnel for both advance and short notice, confirmation of joiners and leavers, ensuring cover for leave requests for military leave or posts vacated by redeployment at short notice, record eligible absences of MoD Medical Personnel (Junior and Senior).
- Liaise with college tutors to maintain & improve the educational content of posts.
- Liaise closely with Medical Personnel and oversee the recruitment of doctors at Consultant, Staff Grade SpR, SHO and F2/F1 level to include accredited and Trust doctor posts.
- Establish good working relationships with:
-
- Medical Personnel Advisor for Junior Doctors Hours
- Peninsula Deanery
- Clinical Directors
- Directorate Managers and Support Managers
- Consultant Medical Staff
- Junior Medical Staff
- Senior Nursing staff including Ward Managers
- Other operational and corporate managers
- MDHU
- Medical Personnel.
- Heads of Departments
- Staff Representatives
- Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive.
- Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
- Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
- Attend statutory, essential and mandatory training.
- Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.
- Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.
- Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.
- Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.
- Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.
- Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.
- Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.
Person Specification
Knowledge and Experience
Essential
- Detailed understanding of the theory, and practical application of the Junior Doctors 2016 contract and European Working Time
- Proven Knowledge of the requirements of Junior Doctor employment.
- Able to gather, analyse and interpret complex facts for use in rota production.
- Proven Knowledge & understanding of rota design.
- Advance planning skills to develop rotas.
- Advance planning skills to develop rotas.
- Delivery of presentations to multi-disciplined groups Trust wide.
- Delivery of presentations to multi-disciplined groups Trust wide.
Desirable
- Ability to absorb and develop a rapid understanding of the theory and practical application of the Junior Doctors 2016 contract and European Working Time Directive
- Detailed understanding of the practical application of medical personnel matters.
- Previous demonstrable experience within a medical personnel service
Qualifications
Essential
- Degree or equivalent specialist proven knowledge in similar area / or equivalent demonstrable experience.
Desirable
- Demonstrable Experience in construction of complex rotas & rota planning.
APTITUDE & ABILITIES
Essential
- Excellent oral and written skills.
- Proven effective people management skills
- Able to act on own judgement & use own initiative.
- Ability to concentrate for long periods.
- Attention to detail.
- Able to influence change, good persuasive skills.
- Negotiation skills.
- Ability to deal with contentious issues.
- Excellent organisational ability.
- Ability to use advance-planning skills.
- Presentation skills.
- oProficient in the use of Microsoft Office, Word, Excel, Powerpoint and Access or equivalent.
Desirable
- oNegotiating and influencing skills
DISPOSITION / ATTITUDE / MOTIVATION
Essential
- oResourceful.
- oTeam worker.
- oFlexible and adaptable.
- oHighly motivated.
- oSelf motivated and a self starter
- oInitiative & ability to work without supervision.
- oExemplary personal standards of conduct and behaviour
Circumstance
Essential
- oWork pattern unpredictable with concentration requited for checking complex documents.
- oFrequent interruptions
Person Specification
Knowledge and Experience
Essential
- Detailed understanding of the theory, and practical application of the Junior Doctors 2016 contract and European Working Time
- Proven Knowledge of the requirements of Junior Doctor employment.
- Able to gather, analyse and interpret complex facts for use in rota production.
- Proven Knowledge & understanding of rota design.
- Advance planning skills to develop rotas.
- Advance planning skills to develop rotas.
- Delivery of presentations to multi-disciplined groups Trust wide.
- Delivery of presentations to multi-disciplined groups Trust wide.
Desirable
- Ability to absorb and develop a rapid understanding of the theory and practical application of the Junior Doctors 2016 contract and European Working Time Directive
- Detailed understanding of the practical application of medical personnel matters.
- Previous demonstrable experience within a medical personnel service
Qualifications
Essential
- Degree or equivalent specialist proven knowledge in similar area / or equivalent demonstrable experience.
Desirable
- Demonstrable Experience in construction of complex rotas & rota planning.
APTITUDE & ABILITIES
Essential
- Excellent oral and written skills.
- Proven effective people management skills
- Able to act on own judgement & use own initiative.
- Ability to concentrate for long periods.
- Attention to detail.
- Able to influence change, good persuasive skills.
- Negotiation skills.
- Ability to deal with contentious issues.
- Excellent organisational ability.
- Ability to use advance-planning skills.
- Presentation skills.
- oProficient in the use of Microsoft Office, Word, Excel, Powerpoint and Access or equivalent.
Desirable
- oNegotiating and influencing skills
DISPOSITION / ATTITUDE / MOTIVATION
Essential
- oResourceful.
- oTeam worker.
- oFlexible and adaptable.
- oHighly motivated.
- oSelf motivated and a self starter
- oInitiative & ability to work without supervision.
- oExemplary personal standards of conduct and behaviour
Circumstance
Essential
- oWork pattern unpredictable with concentration requited for checking complex documents.
- oFrequent interruptions
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
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).
