Job summary
To act as a key point of contact for all three Medical Duty Rotas for the Harrow Mental Health.
To provide efficient and effective administrative support for coordinating the rotas.
The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with Clinical and Managerial staff.
Main duties of the job
- Create, maintain and distribute medical Rota for medical colleagues within the Directorates.
- To provide a timely response to all Rota queries, resolving problems using own initiative where possible.
- Monitoring and recording annual and study leave entitlements; including any other absence of Medical Staff, making sure that prospective cover has been arranged.
- Recording and reporting of sickness absence for medical staff.
- Act as the first point of contact for doctors, other medical staff and management, to assist with their enquiries and issues raised, using own initiative and escalating to the appropriate management where necessary.
- To ensure that terminations/changes are submitted in a timely manner through ESR manager self-service for medical staff
- Working closely with the Clinical Leads, Managers and external agencies to ensure that all vacant shifts on the medical Rota are staffed, ensuring that any gaps are filled; escalating any outstanding issues to the Clinical Leads and Managers.
- Communicate with all staff on Rota to maintain excellent communication links, resolve problems and issues, escalating them to the Managers where appropriate.
- Facilitate access to ICT Systems, bleeps, ID badges, car parking and accommodation needs for new locum medical staff starting within the Directorate.
About us
Central and North West London NHS Foundation Trust is committed to the principles of Improving Working Lives and all managers are encouraged to follow Improving Working Lives practices. Consideration will be given to all requests for flexible working in line with Trust policy.
We are committed to involve staff at all levels in the development of the organisation.
CNWL ensures that staff are encouraged and involved in organisational and service developments including business planning and they are able to influence discussions, which affect them and their working conditions.
All managers engender a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communication systems that ensure staff are well informed and have an opportunity to feedback their views.
Job description
Job responsibilities
- Support medical teams in making sure that ward cover is not affected by doctor absences and liaising with consultants to amend ward cover to ensure patient safety is not compromised.
- Use initiative to solve staffing problems due to short notice absence, without compromising patient safety and medical cover in other areas.
- To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To prepare documents (letters, memos, reports etc) by copy or audio typing a range of appropriate computer software, ensuring all policies and procedures are adhered to.
- To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
Junior doctor teaching services co-ordinator
- To prepare junior doctors induction packs and schedules.
- To organise and facilitate the teaching programme in an efficient and organised manner including ordering refreshments, room bookings and ensuring audio-visual equipment is available..
- To act as central point of contact for junior doctors, and provide
- Support Junior Doctor Representative in developing SHO Handbook.
Undergraduate Teaching Co-ordinator
- To coordinate the induction of medical students and hospitality for the induction.
- To produce teaching programmes, day to day schedules speciality half days and tutorials.
Consultant secretarial support
- To generate letters and internal memos for clinicians which provide information and respond to enquiries.
- To produce any statistics or reports as requested by the Clinical Tutor.
- To obtain and report all doctors' absences (i.e. Annual Leave, Study Leave, and Sick Leave) and maintain and update a local record.
- To book and coordinate all training courses for SHOS, SPRS and Consultants. Manage Locum Pack (Keys, swipe card, map etc)
- To take responsibility for the preparation of the monthly/yearly on-call rotas for both junior doctors and consultants.
- To respond to telephone calls or enquiries and initiate the appropriate action. Create and maintain efficient and user-friendly filing systems in line with data security and confidentiality guidelines.
Job description
Job responsibilities
- Support medical teams in making sure that ward cover is not affected by doctor absences and liaising with consultants to amend ward cover to ensure patient safety is not compromised.
- Use initiative to solve staffing problems due to short notice absence, without compromising patient safety and medical cover in other areas.
- To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To prepare documents (letters, memos, reports etc) by copy or audio typing a range of appropriate computer software, ensuring all policies and procedures are adhered to.
- To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
Junior doctor teaching services co-ordinator
- To prepare junior doctors induction packs and schedules.
- To organise and facilitate the teaching programme in an efficient and organised manner including ordering refreshments, room bookings and ensuring audio-visual equipment is available..
- To act as central point of contact for junior doctors, and provide
- Support Junior Doctor Representative in developing SHO Handbook.
Undergraduate Teaching Co-ordinator
- To coordinate the induction of medical students and hospitality for the induction.
- To produce teaching programmes, day to day schedules speciality half days and tutorials.
Consultant secretarial support
- To generate letters and internal memos for clinicians which provide information and respond to enquiries.
- To produce any statistics or reports as requested by the Clinical Tutor.
- To obtain and report all doctors' absences (i.e. Annual Leave, Study Leave, and Sick Leave) and maintain and update a local record.
- To book and coordinate all training courses for SHOS, SPRS and Consultants. Manage Locum Pack (Keys, swipe card, map etc)
- To take responsibility for the preparation of the monthly/yearly on-call rotas for both junior doctors and consultants.
- To respond to telephone calls or enquiries and initiate the appropriate action. Create and maintain efficient and user-friendly filing systems in line with data security and confidentiality guidelines.
Person Specification
Education and Qualification
Essential
- NVQ Level 3 in Health Care
- Secretarial/Administrator experience or relevant experience
- Possesses a good standard of general education
Desirable
- Knowledge of Rota software
Previous Experience
Essential
- Experience in managing Rotas and resolving Rotas issues
- In depth knowledge of Medical terms and conditions of service
- Previous secretarial / administrative experience
- Experience and knowledge of monitoring junior doctors' hours
- A good understanding of office procedures
- Working as part of a team
- Manage and prioritise own workload
Desirable
- Experience working in Public sector
- Experience of working in a mental health environment
- Experience of Rota designing
- Knowledge of Rota rebanding process
- Knowledge of New Deal and EWTD working time regulations
SKILLS and KNOWLEDGE
Essential
- Good written and verbal communication skills
- Work on own initiative and as part of a team
- Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.)
Desirable
- Knowledge of medical terminology
Person Specification
Education and Qualification
Essential
- NVQ Level 3 in Health Care
- Secretarial/Administrator experience or relevant experience
- Possesses a good standard of general education
Desirable
- Knowledge of Rota software
Previous Experience
Essential
- Experience in managing Rotas and resolving Rotas issues
- In depth knowledge of Medical terms and conditions of service
- Previous secretarial / administrative experience
- Experience and knowledge of monitoring junior doctors' hours
- A good understanding of office procedures
- Working as part of a team
- Manage and prioritise own workload
Desirable
- Experience working in Public sector
- Experience of working in a mental health environment
- Experience of Rota designing
- Knowledge of Rota rebanding process
- Knowledge of New Deal and EWTD working time regulations
SKILLS and KNOWLEDGE
Essential
- Good written and verbal communication skills
- Work on own initiative and as part of a team
- Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.)
Desirable
- Knowledge of medical terminology
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.
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).
Additional information
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.
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
Central and North West London NHS Foundation Trust
Address
Mental Health Centre, Northwick Park Hospital, Watford Road, Harrow, HA1 3UJ
Watford Road
Harrow
HA1 3UJ
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)
