General Surgery Rota Coordinator

Job description

Job responsibilities

Communications

To communicate complex information (e.g. communicating a change to hospital policy, or staff numbers etc.) to other departments within the hospital, overcoming significant barriers using a high level of interpersonal and persuasive skills.

To act as rota and absence management administrator and to attend relevant meetings and courses to discuss current and future issues. To implement changes to policies, procedures, upgrades and functionality in area of responsibility.

To train administration staff on relevant system to ensure accurate capture of absence and clinical duties and ensure correct data input on the system, as defined by local protocols.

To attend meetings relevant to the role of Divisional Administrator for General Surgery and support Staffing.

To attend if required the monthly General Surgery meetings and where necessary present a summary report on the absence management for the services.

To take action to resolve problems occurring within the General Surgery staffing in regard to template and skill mix.

Responsibilities

To work in collaboration with the Operational Managers in the annual capacity/demand planning for clinical services.

To provide monthly statistical reports on absence to the Operational Manager.

To ensure HR and UHSussex Policies are adhered to in terms of absence management.

Constantly review working practices in the rota management and absence management and liaise with HR to identify where operational improvements can be made.

To act as a contact point and advisor for rolling out the absence management and rotas of midwifery staff across the Trust.

To work closely with the Operational Managers and HR in matters relating to rota management.

Responsibility for producing an efficient and effective rota management and absence management system for the General Surgery staff within the Division in conjunction with wider Trust developments.

To work with the Operational General Surgery Manager to review bank spend across the Division.

To manage the rota management and absence management systems.

Responsible for the appropriate and equitable distribution of nights and weekends cover across the staff within the services.

To set up a system for the management of annual leave for Doctors and support staff to provide consistent clinical provision to the hospital.

To provide weekly duty rotas detailing appropriate levels of staffing for the clinical services within General Surgery.

To collect, analyse and interpret statistical performance information relevant to activity within clinical services.

To advise the Operational General Surgery Managers of any issues relating to clinical provision for the clinical services in General Surgery when necessary.

Rota Management

To have responsibility for the maintenance and input to the development of high- quality, effective and flexible centralised electronic rota management system for General Surgery staff in the Division.

To have prime responsibility for the production and dissemination of Consultants / Registrars to support the department.

To ensure the effective implementation of the centralised and electronic rota management system covering all General Surgery for services working across professional groups to ensure the service complies with hospital strategies in an efficient and effective way.

To continuously monitor cover for all clinical duties for General Surgery ensuring no clinical shift is left un-covered and to work proactively overcoming complex barriers across disciplines to ensure issues arising are resolved.

To liaise with the General Surgery Managers where clinical shifts are not covered.

To work closely with the bank office to inform of General Surgery requirements.

To set up systems as early warning signals where clinical shifts are not provided.

To work in collaboration with the General Surgery staff and managers to ensure that absence records are accurately maintained.

To ensure a single 8 week rolling cross site rota for General Surgery staff is up to date, accurate and disseminated electronically.

To establish and implement systems for electronically accessing the rota.

To analyse, investigate and resolve complex queries relating to rota management.

To have prime responsibility for the validation of rota and absence management data and to attend meetings as appropriate and pertinent to the role in this regard.

To implement processes and procedures for the management of all General Surgery and support staff absence in the General Surgery department.

To monitor all clinical shifts on a daily basis to ensure that all shifts are covered in the eventuality of sickness/careers leave/compassionate leave.

To ensure all annual leave is used in a considerate and appropriate way.

To ensure all new/returning staff have appropriate orientation or phased return programmes.

People Management and Development

Point of contact for HR relating to sickness and absence,

Work closely with HR and the management team around informing of absence periods.

Ensure all requests for leave comply with the relevant policy and that sufficient cover exists within the department.

Escalate any requests breaching the relevant policy.

Integral role on management of absence impacting on the Trust wide efficiency programmes around activity / cancellations of clinical activity etc.

Audit of all absence data and feedback concerns or anomalies to General Surgery Manager and HR.

Learning and Development

Attend mandatory training updates as required.

Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.

Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

Identify own learning needs and jointly plan training requirements with your line manager

Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.

This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.

Person Specification

knowledge of Microsoft Suite's (Excel, Word)

Essential

• knowledge of Microsoft Suite's (Excel, Word)
• 5 GCSEs (A-C) or equivalent, including English and Maths.
• oEducated to at least NVQ Level 3 or equivalent level of competency. Keyboard skills to RSA Level 3 or equivalent

Desirable

• Experience of working within a team
• Demonstrated knowledge and awareness of clerical and administrative procedures and systems
• Knowledge and awareness of confidentiality issues relating to the Data Protection Act and Computer Misuse Act

Equality, Diversity, and Inclusion

Essential

• Evidence of having championed diversity in previous roles (as appropriate to role
• Evidence of having undertaken own development to improve understanding of equalities issues

Essential

Essential

• Communication and Excellent written and oral communication skills
• Interpersonal Excellent interpersonal skills
• Able to interact with tact and diplomacy with staff at all levels
• Excellent telephone manner and customer service skills
• Able to interact with others using tact and diplomacy
• Able to communicate complex information where there are barriers to understanding, because of cultural, physical or special educational needs
• Analytical and Judgemental Able to assess facts to make judgements regarding telephone enquiries from the public or other departments
• Use own judgement to independently assess enquiries as the first point of contact, considering a range of facts and situations
• Able to analyse and resolve problems with office equipment

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

Royal Sussex County Hospital

Eastern Rd

Brighton

BN2 5BE

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)