Job summary
Medical Rostering Co-ordinator Band 4 posts
Are you an experienced administrator with an analytical eye for detail?
Are you comfortable working with IT systems and have a methodical approach?
Would you like to join a friendly medical workforce team working at Worthing and Brighton?
We are looking to recruit two Medical Rostering Co-ordinators to deliver first line support, administration and training for the Trust eRostering system(s). These are important roles, working with clinical managers and the wider Medical Workforce Team to support efficient rota management and absence management systems for medical staff across the Trust, thereby ensuring our medical staff are supported and can deliver great patient care.
If you can demonstrate accuracy, organisation and a professional approach, these roles could be your ideal next step!
Main duties of the job
The Trust is rolling out a programme to implement a range of medical workforce systems across all levels of our medical workforce. This is a complex change programme, transitioning some teams from existing rostering systems and introducing other teams to e-rostering. It includes use of enhanced rostering performance data, coaching for teams and support for staff to ensure best staff deployment practices that meet the needs of staff and allow them to manage their own availability, while providing best care for patients.
Delivery will be against the backdrop of a busy operational healthcare environment in the context of a recently merged Trust and also significant pressure on all services across the organisation.
The team is extremely high profile with multiple stakeholders, together with the medical workforce and its management. The Medical Rostering Co-ordinator will work as part of the Medical Workforce Systems Team who are accountable for ensuring the maintenance of a high-quality, effective and flexible centralised electronic rota for medical staff across University Hospitals Sussex sites and to ensure efficient functioning of the medical cover.
The post holder will deliver first line support, administration and training for the Trust eRostering system(s), working with the Trust's managers and medical workforce.
About us
Join us atUHSussex, every day is different, you can be the change, better neverstops
AtUHSussexwe're proud to be at the heart of the NHS. As one of theUK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Improving lives:We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put ourPatient First.Our mission is summed up by our 'where better never stops' motto and no matter the role atUHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex.We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourwellbeing programmefor staff which is extensive and designed to support you when you need itbecausewe know that to look after others we must first look after ourselves.
Build a career with us:As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosingUHSussexyou are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that youdo.
Job description
Job responsibilities
- Responsibility for supporting the production of an efficient and effective rota management and absence management systems for medical staff across the Trust.
- Contributing to the day-to-day provision of professional and efficient system support to all users of medical e-Rostering, including senior NHS staff.
- Maintaining high levels of accuracy, organisational and methodical skills, together with the ability to remain focussed during high pressure situations and constant interruptions, namely telephone calls or face-to-face with medical staff, on a daily basis.
- Requirement to develop a sound understanding of the European Working Time Directive and The New Deal for Junior Medical Staff, to ensure that the way in which rotas are managed enables compliance.
- To be responsible for own professional actions and have sufficient autonomy for the delivery of the role.
- Responsible for working with the Directorate Management Teams / Clinical Services Managers and Lead Consultants, local roster co-ordinators, Medical Workforce Team and other admin staff as determined by the needs of the service including training and development on the rota.
- Supporting the delivery of medical e-Rostering training and advice to a wide cross section of trust staff.
- Act as the first point of contact for the medical e-rostering helpdesk to ensure the service provides a high quality and responsive support service to all staff within the trust in relation to all aspects of e-rostering.
- Deal professionally with support calls and emails effectively and efficiently within agreed timescales. Control and direct unresolved issues to relevant resource.
- Process system changes from users in order to resolve problems and update the system. This will include changing contact details on the system, including global personal and shared patterns, roster templates and duties, clinical skills as well managing security settings and password access on the system.
- Involvement in the implementation of new systems / areas, entering and checking data, testing and other relevant tasks.
- Assist with the production / upkeep of public training documents/user guides which are available on the trust intranet and regularly referred to by system users across the trust. Ownership of making sure the correct versions are in circulation.
- Promote the Trusts e-Rostering systems both medical and non-medical and to champion the concept to encourage best practices with users across the Trust. This may involve some challenging conversations with staff who are not engaged with the concept; the Medical Rostering Coordinator will need to be able to educate users on how e-Rostering is able to augment and inform best practice for rostering.
- Provide input and guidance at relevant Trust meetings on Medical e-Rostering support and implementation.
Job description
Job responsibilities
- Responsibility for supporting the production of an efficient and effective rota management and absence management systems for medical staff across the Trust.
- Contributing to the day-to-day provision of professional and efficient system support to all users of medical e-Rostering, including senior NHS staff.
- Maintaining high levels of accuracy, organisational and methodical skills, together with the ability to remain focussed during high pressure situations and constant interruptions, namely telephone calls or face-to-face with medical staff, on a daily basis.
- Requirement to develop a sound understanding of the European Working Time Directive and The New Deal for Junior Medical Staff, to ensure that the way in which rotas are managed enables compliance.
- To be responsible for own professional actions and have sufficient autonomy for the delivery of the role.
- Responsible for working with the Directorate Management Teams / Clinical Services Managers and Lead Consultants, local roster co-ordinators, Medical Workforce Team and other admin staff as determined by the needs of the service including training and development on the rota.
- Supporting the delivery of medical e-Rostering training and advice to a wide cross section of trust staff.
- Act as the first point of contact for the medical e-rostering helpdesk to ensure the service provides a high quality and responsive support service to all staff within the trust in relation to all aspects of e-rostering.
- Deal professionally with support calls and emails effectively and efficiently within agreed timescales. Control and direct unresolved issues to relevant resource.
- Process system changes from users in order to resolve problems and update the system. This will include changing contact details on the system, including global personal and shared patterns, roster templates and duties, clinical skills as well managing security settings and password access on the system.
- Involvement in the implementation of new systems / areas, entering and checking data, testing and other relevant tasks.
- Assist with the production / upkeep of public training documents/user guides which are available on the trust intranet and regularly referred to by system users across the trust. Ownership of making sure the correct versions are in circulation.
- Promote the Trusts e-Rostering systems both medical and non-medical and to champion the concept to encourage best practices with users across the Trust. This may involve some challenging conversations with staff who are not engaged with the concept; the Medical Rostering Coordinator will need to be able to educate users on how e-Rostering is able to augment and inform best practice for rostering.
- Provide input and guidance at relevant Trust meetings on Medical e-Rostering support and implementation.
Person Specification
Experience
Essential
- Experience in a system administrative role, or experience of working within an administrative role supporting system users via phone, email and Teams
- Experience of dealing with difficult situations both face to face and remotely with positive outcomes
- Experience of database administration
Desirable
- Experience of working on a help desk
- Experience of working within the NHS
- Customer Care experience
Skills
Essential
- Excellent organisation and time management skills
- Ability to work autonomously and prioritise a large workload
- Able to work well as part of a team due to the multidisciplinary nature of Medical eRostering
- Evidence of managing tasks with a minimum of guidance
- Ability to deal calmly, confidently and work effectively with all levels of staff
- Excellent verbal and written communication and presentation skills
- Ability to use IT skills to extract meaningful information from data
- Excellent problem solving skills
Desirable
- Calm and sensible approach to problems when they occur
Qualifications
Essential
- Educated to NVQ Level 3 or able to demonstrate equivalent knowledge / experience
- 5 or more GCSEs or equivalent, including English and Maths
Desirable
- European Computer Driving Licence (ECDL)
Person Specification
Experience
Essential
- Experience in a system administrative role, or experience of working within an administrative role supporting system users via phone, email and Teams
- Experience of dealing with difficult situations both face to face and remotely with positive outcomes
- Experience of database administration
Desirable
- Experience of working on a help desk
- Experience of working within the NHS
- Customer Care experience
Skills
Essential
- Excellent organisation and time management skills
- Ability to work autonomously and prioritise a large workload
- Able to work well as part of a team due to the multidisciplinary nature of Medical eRostering
- Evidence of managing tasks with a minimum of guidance
- Ability to deal calmly, confidently and work effectively with all levels of staff
- Excellent verbal and written communication and presentation skills
- Ability to use IT skills to extract meaningful information from data
- Excellent problem solving skills
Desirable
- Calm and sensible approach to problems when they occur
Qualifications
Essential
- Educated to NVQ Level 3 or able to demonstrate equivalent knowledge / experience
- 5 or more GCSEs or equivalent, including English and Maths
Desirable
- European Computer Driving Licence (ECDL)
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.
