Job summary
Site: West Middlesex Hospital
- Senior Rota Coordinator: Emergency Medicine and Acute Medicine
We are looking for an enthusiastic and self-motivated candidate to join the Emergency and Integrated Care Division at Chelsea and Westminster Hospital Trust - covering the West Middlesex site. You will play a pivotal role in ensuring the smooth and efficient operation of medical rotas within the Emergency and Acute Medicine departments.
The aim of this role is to support the medical staffing provision within the Division. In particular, the post-holder will focus on rota management for Junior & Middle-grade Doctors, as well as supporting the Consultant rota. The role will also involve supporting the senior management team with processes and paperwork relating to junior doctor induction, recruitment into vacancies and filling any arising short and long-term gaps within the directorate.
The post holder will be required to work closely with the Service Manager, College Tutors and Clinical teams, including nursing and medical staff, finance, HR and liaise with a range of staff internally and externally across the Trust. To adapt quickly and effectively in different environments, able to be flexible when faced with challenging situations that require prioritisation of tasks and provide full support for all rota related enquires on behalf of the Service team.
Main duties of the job
Your organisational skills and ability to manage competing priorities will be crucial in maintaining optimal staffing levels across various rotas, supporting the delivery of high-quality patient care. This is an excellent opportunity to further your career in healthcare administration while contributing to the effective running of clinical services. If you're a proactive, detail-oriented professional with a passion for supporting healthcare teams, we would love to hear from you.
About us
Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
We are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed."
If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.
Some roles may require weekend shifts at multiple sites.
Job description
Job responsibilities
Main responsibilities
- Organising the electronic rota on Trust approved systems, scheduling all members of the medical team according to their work schedules or job plans.
- Feed- back to senior management when efficiencies can be made.
- Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for staff.
- Production of weekly reports for locum bookings for finance review
- Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets
- Induction management and co-ordination for the new starters and trainees
- Support the development, management and implementation of project plans for service development and quality improvement
- Arrange, plan and take comprehensive and accurate minutes at departmental meetings and project group meetings
- Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently
- Develop and distribute rotas for staff within the division as required
- Liaise with other administrative staff, other departments and members of the Trust and public to ensure the smooth running of the service
- Support the senior management team with processes and paperwork relating to staff within the division including recruitment and induction
- Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary
Operational service delivery
- Work with the Manager to ensure optimal operational performance including the development of efficient and effective systems and processes.
- Have an understanding of the patient pathway and highlight issues with delivery and propose solutions
- Have oversight of the effective flow of patient records to and from the service, managing any issues promptly and efficiently and working with health records staff and senior managers and clinicians to resolve ongoing issues
- Work with colleagues to ensure effective clinic utilisation and capacity planning.
- Ensure that staff are aware of and engaged with the performance statistics, targets and priorities to be achieved.
- Support the monitoring of compliance with internal and external governance and best practice requirements
- Support the implementation and overall management of support systems, control processes and risk management arrangements to ensure effective delivery of services
- Assist with the design and implementation of audits in collaboration with the Service Manager
- Contribute to the modernisation of patient services through involvement in working groups determining strategies and priorities for service improvement
- Seek out examples of best practice which might be introduced within the service
Performance Management
- Support the management team to ensure effective processes and procedures are in place to collate, monitor and track performance, working with Trust performance staff
- In collaboration with the Service Manager, develop and deliver productivity and access targets.
- Support the Service Manager to ensure all relevant datasets are accurate and submitted within the timescales provided.
- Escalate issues of concern to the Service Manager and where necessary meet with stakeholders to discuss concerns and capture agreed remedial actions
- Constantly review, streamline and update processes for capturing data in order to improve quality within the department
- Support the Service Manager with the collation, presentation and, as appropriate the analysis of data so that the General Manager and clinical lead have access to timely and accurate information on all key performance indicators
PLEASE SEE JOB DESCRIPTION AND PERSON SPECIFICATION FOR FULL DUTIES OF THE POST
Job description
Job responsibilities
Main responsibilities
- Organising the electronic rota on Trust approved systems, scheduling all members of the medical team according to their work schedules or job plans.
- Feed- back to senior management when efficiencies can be made.
- Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for staff.
- Production of weekly reports for locum bookings for finance review
- Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets
- Induction management and co-ordination for the new starters and trainees
- Support the development, management and implementation of project plans for service development and quality improvement
- Arrange, plan and take comprehensive and accurate minutes at departmental meetings and project group meetings
- Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently
- Develop and distribute rotas for staff within the division as required
- Liaise with other administrative staff, other departments and members of the Trust and public to ensure the smooth running of the service
- Support the senior management team with processes and paperwork relating to staff within the division including recruitment and induction
- Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary
Operational service delivery
- Work with the Manager to ensure optimal operational performance including the development of efficient and effective systems and processes.
- Have an understanding of the patient pathway and highlight issues with delivery and propose solutions
- Have oversight of the effective flow of patient records to and from the service, managing any issues promptly and efficiently and working with health records staff and senior managers and clinicians to resolve ongoing issues
- Work with colleagues to ensure effective clinic utilisation and capacity planning.
- Ensure that staff are aware of and engaged with the performance statistics, targets and priorities to be achieved.
- Support the monitoring of compliance with internal and external governance and best practice requirements
- Support the implementation and overall management of support systems, control processes and risk management arrangements to ensure effective delivery of services
- Assist with the design and implementation of audits in collaboration with the Service Manager
- Contribute to the modernisation of patient services through involvement in working groups determining strategies and priorities for service improvement
- Seek out examples of best practice which might be introduced within the service
Performance Management
- Support the management team to ensure effective processes and procedures are in place to collate, monitor and track performance, working with Trust performance staff
- In collaboration with the Service Manager, develop and deliver productivity and access targets.
- Support the Service Manager to ensure all relevant datasets are accurate and submitted within the timescales provided.
- Escalate issues of concern to the Service Manager and where necessary meet with stakeholders to discuss concerns and capture agreed remedial actions
- Constantly review, streamline and update processes for capturing data in order to improve quality within the department
- Support the Service Manager with the collation, presentation and, as appropriate the analysis of data so that the General Manager and clinical lead have access to timely and accurate information on all key performance indicators
PLEASE SEE JOB DESCRIPTION AND PERSON SPECIFICATION FOR FULL DUTIES OF THE POST
Person Specification
Education and Qualifications
Essential
- Educated to A-level or equivalent experience
- Administrative qualification or equivalent experience
Desirable
- Customer service qualification / training
Experience
Essential
- Experience of Medical Rota Management.
- Experience of inducting, supervising and monitoring medical staff
- Experience working with performance data
- Intermediate use of MS Excel, Word and Powerpoint
- Evidence of ability to identify ways of improving systems
- NHS or Healthcare sector experience / experience of administrative procedures within Healthcare
- Experience of managing a busy administrative workload, with conflicting priorities
Desirable
- Experience of producing reports for finance for bank and agency staff
- Sound knowledge of acute hospital processes
Skills and Knowledge
Essential
- Evidence of ability to establish, maintain and consolidate effective working relationships with clinicians and multi-disciplinary teams
- Able to deal with conflict management and problem solving
- Knowledge of Patient Administration Systems and other relevant Trust system
- Ability to manage own time and balance competing demands
- Good organisational skills in order to plan and prioritise workload
- Skill analysing data and building reports using software such as excel
- Analytical problem solving approach to identify problems
Desirable
- Information analysis skills and knowledge of using data to improve services.
- Project management skills
- Skills building and managing roster
Person Specification
Education and Qualifications
Essential
- Educated to A-level or equivalent experience
- Administrative qualification or equivalent experience
Desirable
- Customer service qualification / training
Experience
Essential
- Experience of Medical Rota Management.
- Experience of inducting, supervising and monitoring medical staff
- Experience working with performance data
- Intermediate use of MS Excel, Word and Powerpoint
- Evidence of ability to identify ways of improving systems
- NHS or Healthcare sector experience / experience of administrative procedures within Healthcare
- Experience of managing a busy administrative workload, with conflicting priorities
Desirable
- Experience of producing reports for finance for bank and agency staff
- Sound knowledge of acute hospital processes
Skills and Knowledge
Essential
- Evidence of ability to establish, maintain and consolidate effective working relationships with clinicians and multi-disciplinary teams
- Able to deal with conflict management and problem solving
- Knowledge of Patient Administration Systems and other relevant Trust system
- Ability to manage own time and balance competing demands
- Good organisational skills in order to plan and prioritise workload
- Skill analysing data and building reports using software such as excel
- Analytical problem solving approach to identify problems
Desirable
- Information analysis skills and knowledge of using data to improve services.
- Project management skills
- Skills building and managing roster
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.