Job responsibilities
You
will be working as part of the wider Workforce Centre of Excellence within
the Medical Deployment team to provide a quality medical deployment and
rostering service within Leeds Teaching Hospitals NHS Trust, managing junior
doctor rota gaps, recording of resignations, swaps, absence and sickness and
booking Internal Bank doctors and Agency doctors as requested by medical
departments.
The
medical deployment/bank service will:
Ensure that the e-Rostering system
has the correct Doctors Roster System (DRS) templates against each roster.
Upload junior doctors and align
them to rosters from the Electronic staff Record (ESR).
Producing live rosters from the
templates.
Manage real time of resignations,
swaps, sickness and absence recording on the e-Rostering system.
Identify and monitor breaches of
safe working hours that will impact patient care as stipulated within the
rules of the Junior Doctor Contract 2016 escalating and identifying
alternative solutions.
Managing junior doctor rota gaps
including securing the recruitment of medical bank staff and temporary
staffing solutions in conjunction with senior medical staff.
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
The
post holder will work with a designated CSU/s or a select group of specialties
to:
Ensure that the e-rostering system
has the correct Doctors Roster System (DRS) templates against each roster.
Upload junior doctors and align
them to rosters from the Electronic staff Record (ESR).
On e-rostering system create
bespoke live rosters from the DRS templates.
Work with CSUs and individual
junior doctors to co-ordinate Less Than Full Time working patterns and plan
appropriate service cover in accordance with Junior Doctor Contract 2016.
Manage real time of resignations,
swaps, sickness and absence recording on the e-rostering system. This is a
complex activity that requires frequent adjustment of plans.
Analyse e-rostering system to
identify and monitor breaches of safe working hours that will impact patient
care as stipulated within the rules of the Junior Doctor Contract 2016
escalating and identifying alternative solutions.
Work with local Rota Co-ordinators
to plan on e-rostering a number of complex activities with multiple
dependencies and conflicting priorities, adhering to national rotation
timescales stipulated in the Junior Doctor Contract 2016.
The post holder is responsible for
having delegated authority to approve junior doctor annual leave on
e-rostering on behalf of their designated CSU.
The post holder will provide and
receive complex information relating to medical staff working patterns,
interpreting and validating rules, terms and conditions of the Junior Doctor
Contract 2016 and fulfilling reporting requirements to other NHS
organisations e.g. NHSI for example 48 hour and 72 hour breach report.
The post holder will be expected to
identify and notify clinicians and operational managers of potential
problems, using systems to analyse facts or situations to determine the best
course of action and offer suggestions to their CSUs to address any risk to
minimum staffing levels in accordance with agreed standard operating
procedures. If a situation cannot be
managed within those SOPs it should be escalated to senior Medical Deployment
staff in good time to identify an alternative resolution.
Using bank/agency systems
co-ordinate bookings for internal and external medical locum and agency staff
promptly and effectively, following SOPs to obtain CV approvals and Executive
break glass approval for agency rates. Work may be delegated to more junior
Medical Deployment staff.
Responsible for checking agency
timesheets to ensure agreed rates and working times are recorded accurately
and any discrepancies are rejected or investigated. The post holder will escalate
any queries to senior Medical Deployment staff.
The post holder will check
submitted internal bank timesheet claims, respond to doctors payroll queries
and add unpaid shifts to the manual extract for payment.
To ensure that Junior Doctor Contract
breach exception payments and Time Owed In Lieu claims are recorded and
processed within timescales as determined in the Junior Doctor Contract 2016.
Offers comments on changes to
service developments/procedures that will impact e-rostering/bank/agency
systems.
Advise senior Medical Deployment
staff when changes to service developments/procedures impact on the
effectiveness of eRostering/bank systems.
Provide administrative support and
interaction to the recruitment process for internal medical bank staff
sending and receiving information to other functions e.g. CSUs, Medical
Resourcing, Estates & Facilities and rehiring medical staff on ESR.
Follows SOP for logging and issuing
temporary medical staff with computer login packs/passwords/access to emeds
system.
The Medical Deployment office
provide a 7 day/week service therefore the post holder will be required to
assist in providing cross cover to ensure full service levels are maintained.
Responsible for maintaining live
e-rostering/bank/agency systems. This is a significant job responsibility as
staffing levels change on a daily basis.
To be responsible for regular
e-rostering/bank system maintenance tasks. This may include; assigning rota
co-ordinators, assigning slots, adding Postings for new starters, calculating
and adding annual leave entitlement to the e-rostering system, updating
employee details, specialty, setting up Employee Online accounts, issuing
logins & passwords.
Responsible for validating employee
data collection on e-rostering and related bank/agency systems and that
inputted information is correct.
To ensure pre-employment checks for
temporary staff are compliant and that no doctor is working without the
appropriate pre-employment checks.
Ensures data in e-rostering/bank
systems reflect data within ESR and rectify or raise any queries with regards
to anomalies; therefore the post holder will be required to know the workings
of both systems.
Provide timely reports which could
require complex interpretation and interrogation of e-rostering/bank systems
and any other deployment information requested.
Advise where changes to service
developments/procedures impact on the effectiveness of eRostering/bank
systems
To assess escalated situations and
provide support for more junior Medical Deployment staff as required. This may include making decisions when
there are no senior Deployment staff on duty e.g. evening/weekend shifts. To
take responsibility for escalating urgent queries to e.g. On Call
Consultants, Clinical Site Managers.
The post holder will be responsible
for the delivery of core HR advice on a range of subjects, objectively
dealing with difficult situations including queries from staff on
e-rostering, Trust Policy interpretation and Junior Doctor Contract 2016 and
have the ability to tackle and resolve issues with tact and sensitivity,
referring to senior Medical Deployment Staff or specialist operational
functions e.g. HR, Payroll when required.
To keep up to date with advised
changes to national medical terms and conditions of service, policies and
procedures in order to advise operational managers and clinicians as
required.
The post holder is required to
prepare and deliver presentations and systems training to clinicians (1:1 or
groups of various sizes) and operational managers, participate in the local
induction programme for assigned CSU/specialty area.
To be responsible for the training
of rota co-ordinators and medical staff in the use of e-rostering and related
systems.
Provides advice, shares knowledge
and demonstrates own activities or work place routines to new or less
experienced employees.
Delegates tasks to more junior
Medical Deployment staff orally or via written instructions e.g.
emails/handovers.
To perform any other duties of a
similar nature in line with the grade of the job as may be required from time
to time.
Training
and Personal Development Continuous Professional Development
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
See
attachment for full details job description and person spec
