Job summary
The post-holder will administratively support the Division in providing a high standard of medical cover/care regarding all issues affecting medical staff cover and is responsible for initiating the necessary action to maintain service requirements.
Excellent communication skills are required at all levels, as is the ability to maintain attention to detail whilst working under pressure.You will have knowledge of NHS Doctor's rota issues, including National initiatives and European Working Time Directive. Knowledge of Microsoft Office, particularly Excel, is essential. Experience of working in the NHS and with electronic rostering systems is desirable
Candidates will be asked to present original qualification certificates at interview stage.
Please note this vacancy may close earlier than the specified closing date if a high volume of suitable applications are received.
This vacancy is open to all internal and external candidates. NHS Employees should ideally secure their manager's agreement for a secondment arrangement ideally prior to applying, as this will be a condition of any offer made. This vacancy is advertised on a fixed term basis as it is to provide cover for a substantive employee on maternity leave and will end on 07.02.2027 or when the substantive postholder returns. Whilst this post is advertised on a fixed term / secondment basis there is the potential that this post may become permanent in the future.
Main duties of the job
This post involves working with junior doctors and senior colleagues and is instrumental in the creation, implementation and management of junior doctor rotas. It also oversees the procurement of locum cover where vacancies occur; always ensuring that the most cost effective option is achieved.
You will be working within the medicine division. You will be working in a busy environment with rapidly changing demands. You will need to manage your own priorities to meet the demands of the service.
The Rota Co-ordinator will be responsible for achieving a high standard of medical cover by the efficient deployment/maximisation of medical staff resources within the Division, by the concise allocation of duties for junior and middle grade doctors.
The post-holder is responsible for keeping accurate financial and attendance records and is expected to contribute to workforce planning.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement and living our values.
People at the Heart
Listen and Involve
Kind and Respectful
ONE Team
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. We are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Job description
Job responsibilities
Planning and Organisational Duties
- Ensure as far as practicable, appropriate medical cover to all aspects of the Divisions services at all times.
- To have an understanding of substantive medical staff posts within the Division and the Divisions service needs.
- To have an understanding of the European Working Time Directive (EWTD).
- To help update policies/procedures for annual and study leave based upon service needs, and procedures for sickness reporting. Ensure that all medical staff within the Division is aware of these policies/procedures.
- Co-ordinate and approve annual/ study leave/ leave of absence for all medical staff in the Division.
- Input all leave of absence of medical staff on database, ensuring accurate records are maintained.
- Liaise with the Training Department regarding medical staffs study leave requests.
- To support the monitoring/compliance of all medical staff sickness absences within the Division
- Ensure the Educational Supervisors are notified of any sick leave for junior and middle grade doctors to enable them to have their Return to Work interviews.
- Prepare detailed medical staff cover plans for ward areas.
- Allocate concise duties to medical staff, taking into account any specific training needs of the doctors in post, and the complexities of EWTD.
- Identify service gaps and plan/initiate the acquisition of any locum doctors required in a timely fashion in order to meet service needs.
- Compile/produce duty rotas for all levels of medical staff ensuring adequate levels are maintained. Distribute duty rotas in timely manner to facilitate service requirements.
- Provide cross cover and support to the other Medical Staff Co ordinators
Responsibility for Finance
- Take into account the financial impact on the Division when initiating the acquisition of locums.
- Verify extra duty payment claims are correct before being passed for authorisation/payment.
Responsibility for Information Resources
- Maintain accurate record of locum usage with necessary audit trail.
- Maintain accurate records of extra duty payments for doctors.
- Maintain records of attendance, annual leave, study leave, professional leave, and special leave.
- Record and report sick leave to Educational Supervisors & Payroll Department.
- Maintain records showing compliance of EWTD for audit purposes
Responsibility for Human Resources
- Initiate recruitment for vacant posts to maintain medical staff establishment and avoid service gaps
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Patients / Service Users
- Ensure adequate medical staff cover is provided for all relevant areas, including wards, outpatient and theatre sessions.
Personal Responsibilities
- Act as a role model
- To maintain own current awareness of NHS issues, local and national health policy.
- To undertake and participate in Trust-wide and Divisional initiatives
- To identify own training and development needs and undertake appropriate training/education as required.
- To work in accordance with the corporate objectives.
- To maintain confidentiality at all times in accordance with the NHS and professional codes
Job description
Job responsibilities
Planning and Organisational Duties
- Ensure as far as practicable, appropriate medical cover to all aspects of the Divisions services at all times.
- To have an understanding of substantive medical staff posts within the Division and the Divisions service needs.
- To have an understanding of the European Working Time Directive (EWTD).
- To help update policies/procedures for annual and study leave based upon service needs, and procedures for sickness reporting. Ensure that all medical staff within the Division is aware of these policies/procedures.
- Co-ordinate and approve annual/ study leave/ leave of absence for all medical staff in the Division.
- Input all leave of absence of medical staff on database, ensuring accurate records are maintained.
- Liaise with the Training Department regarding medical staffs study leave requests.
- To support the monitoring/compliance of all medical staff sickness absences within the Division
- Ensure the Educational Supervisors are notified of any sick leave for junior and middle grade doctors to enable them to have their Return to Work interviews.
- Prepare detailed medical staff cover plans for ward areas.
- Allocate concise duties to medical staff, taking into account any specific training needs of the doctors in post, and the complexities of EWTD.
- Identify service gaps and plan/initiate the acquisition of any locum doctors required in a timely fashion in order to meet service needs.
- Compile/produce duty rotas for all levels of medical staff ensuring adequate levels are maintained. Distribute duty rotas in timely manner to facilitate service requirements.
- Provide cross cover and support to the other Medical Staff Co ordinators
Responsibility for Finance
- Take into account the financial impact on the Division when initiating the acquisition of locums.
- Verify extra duty payment claims are correct before being passed for authorisation/payment.
Responsibility for Information Resources
- Maintain accurate record of locum usage with necessary audit trail.
- Maintain accurate records of extra duty payments for doctors.
- Maintain records of attendance, annual leave, study leave, professional leave, and special leave.
- Record and report sick leave to Educational Supervisors & Payroll Department.
- Maintain records showing compliance of EWTD for audit purposes
Responsibility for Human Resources
- Initiate recruitment for vacant posts to maintain medical staff establishment and avoid service gaps
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Patients / Service Users
- Ensure adequate medical staff cover is provided for all relevant areas, including wards, outpatient and theatre sessions.
Personal Responsibilities
- Act as a role model
- To maintain own current awareness of NHS issues, local and national health policy.
- To undertake and participate in Trust-wide and Divisional initiatives
- To identify own training and development needs and undertake appropriate training/education as required.
- To work in accordance with the corporate objectives.
- To maintain confidentiality at all times in accordance with the NHS and professional codes
Person Specification
Qualifications
Essential
- GCSE Level or equivalent in English
- Proven competence in MS Word/Excel/Outlook with excellent typing/keyboard skills
Desirable
- GCSE in English at Grade C or above
- ECDL
Experience
Essential
- Experience of working in a busy environment
- Awareness and understanding of NHS issues
- Experience of working in multidisciplinary environment
- Administrative background
Desirable
- Experience in healthcare environment
- Experience of working in NHS
Skills
Essential
- Liaise with Medical Staff and Management
- Problem solving
- Propose and deliver necessary changes in processes and procedures
- Produce reports
- Excellent communidation skills
- Excellent time management skills
- Ability to plan, organise and prioritise capability/capacity to respond to deadlinesas well as constantly changing situation
Desirable
- Familiarisation with administrative and human resource processes
Additional
Essential
- There is a need for positive/flexible attitude regarding the workload management
- Working outside normal hours may be required
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Knowledge
Essential
- Developed computer and IT skills
Desirable
- Knowledge of medical staff rotas and terms and conditions
- Knowledge of European Working Time Directive (EWTD)
Person Specification
Qualifications
Essential
- GCSE Level or equivalent in English
- Proven competence in MS Word/Excel/Outlook with excellent typing/keyboard skills
Desirable
- GCSE in English at Grade C or above
- ECDL
Experience
Essential
- Experience of working in a busy environment
- Awareness and understanding of NHS issues
- Experience of working in multidisciplinary environment
- Administrative background
Desirable
- Experience in healthcare environment
- Experience of working in NHS
Skills
Essential
- Liaise with Medical Staff and Management
- Problem solving
- Propose and deliver necessary changes in processes and procedures
- Produce reports
- Excellent communidation skills
- Excellent time management skills
- Ability to plan, organise and prioritise capability/capacity to respond to deadlinesas well as constantly changing situation
Desirable
- Familiarisation with administrative and human resource processes
Additional
Essential
- There is a need for positive/flexible attitude regarding the workload management
- Working outside normal hours may be required
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Knowledge
Essential
- Developed computer and IT skills
Desirable
- Knowledge of medical staff rotas and terms and conditions
- Knowledge of European Working Time Directive (EWTD)
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.
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Royal Albert Edward Infirmary
Wigan Lane
Wigan
WN1 2NN
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
