Job summary
The post holder will be responsible for developing, maintaining and coordinating a comprehensive rota schedule for medical staff across the Family Services Care Group. The post holder will provide day-to-day support for the Consultant medical staff within the Family Services Care Group.
The post holder must communicate tactfully and persuasively with managers, medical staffing officers and all medical staff within the Family Service Care Group to maintain appropriate cover for all aspects of the Directorate's medical services at all times. This includes co-ordination medical staff's annual leave and arranging cover at short notice for sick leave and special leave.
Main duties of the job
Ensuring that the service is staffed with the right people, in the right place at the right time
Setting up rigorous systems for the approval and monitoring of annual leave, study leave and sick leave and supplying information to clinicians and managers as required.
Working within the Care Groups existing resources to organise immediate cover arrangements wherever possible. Where this is not possible, liaise with medical staffing over locum requirements.
Compilation and design of the departmental rotas across the Family Services according to the needs of the directorate.
Record sickness absence and ensure the Service manager is made aware of patterns and trends.
Support Clinical Leads in co-ordinating a 6 monthly monitoring process.
Stay up to date with relevant employment laws, guidelines and regulations to ensure the rota adheres to legal requirements.
Arrange and lead quarterly review meetings with the Service Manager to review annual leave, sickness absence, any sickness themes and rota gaps.
Arrange and lead weekly review meetings with the Service Manager/Senior Service manager to discuss upcoming rota gaps.
Leading regular weekly meetings with nurse and administration teams to discuss activity and check rota gaps or issued are visible and communicated to these teams
About us
The Humber Health Partnership is one of the largest acute and community Partnership arrangements in the NHS, seeing well over one million patients every year and managing a budget of over £1.3 billion.
Made up of two Trusts - Northern Lincolnshire and Goole NHS Foundation Trust (NLAG) and Hull University Teaching Hospitals NHS Trust (HUTH) - our Partnership has significant ambitions and is committed to delivering world-class hospital and community services for the 1.65 million people we serve.
Together we employ nearly 20,000 staff. Our five main hospital sites are Diana, Princess of Wales Hospital, Scunthorpe General Hospital and Goole and District Hospital, for NLAG and Hull Royal Infirmary and Castle Hill Hospital for HUTH.
As Teaching Hospitals working with the Hull York Medical School, we both lead and contribute to research in many areas - biomedical research, primary care, palliative medicine, cardiovascular and respiratory medicine, vascular surgery, cancer surgery and oncology.
We believe that by developing a diverse, inclusive, innovative, skilled and caring workforce, we can deliver excellent care to our patients and a great future for our employees, our Partnership and our community.
Job description
Job responsibilities
Day to day operation of systems associated with all the areas of point 1 mentioned above, for all medical staff.
2.Be available as a first point of contact for all day-to-day issues affecting medical staff cover. The post holder will be the first point of contact for medical staffing to report to with regards to doctors being absent from work. This will involve receiving notification of problems and initiating all necessary actions with the relevant people.
3. Work with medical resourcing to create and implement detailed medical cover plans for the Family Services. Communicate on a regular basis with the relevant people and departments and take action when required to maximise cover arrangements.
4. Responsible for highlighting, in advance, areas where locum doctors are required, taking action and informing medical staffing if required.
5. Coordinate rota changes at all levels, and ensuring they have a minimal impact on clinical care. Thus ensuring the impact on medical care and Trust targets are kept to a minimum. Work towards harmonising the medical on call rota through all grades to ensure maximum cover and training.
6. Monitor the quality of patient care by ensuring the right staff with appropriate skill sets are available at all times.
7. Continuously seek ways to improve efficiency and quality in the rota system.
8. Feed in to the medical staffing process for development and updating local policies and procedures regarding annual leave, study leave, sick leave, and on call. Monitor compliance against these standards and report to the Service Manager and Medical Staffing any cases of non-compliance.
9. Escalate any sensitive or complex human resource issues, such as sickness absence, compassionate leave or other sensitive information that the post holder has been made aware of, including performance issues, to the Clinical Lead and Service Manager. This should be done in a timely manner.
Job description
Job responsibilities
Day to day operation of systems associated with all the areas of point 1 mentioned above, for all medical staff.
2.Be available as a first point of contact for all day-to-day issues affecting medical staff cover. The post holder will be the first point of contact for medical staffing to report to with regards to doctors being absent from work. This will involve receiving notification of problems and initiating all necessary actions with the relevant people.
3. Work with medical resourcing to create and implement detailed medical cover plans for the Family Services. Communicate on a regular basis with the relevant people and departments and take action when required to maximise cover arrangements.
4. Responsible for highlighting, in advance, areas where locum doctors are required, taking action and informing medical staffing if required.
5. Coordinate rota changes at all levels, and ensuring they have a minimal impact on clinical care. Thus ensuring the impact on medical care and Trust targets are kept to a minimum. Work towards harmonising the medical on call rota through all grades to ensure maximum cover and training.
6. Monitor the quality of patient care by ensuring the right staff with appropriate skill sets are available at all times.
7. Continuously seek ways to improve efficiency and quality in the rota system.
8. Feed in to the medical staffing process for development and updating local policies and procedures regarding annual leave, study leave, sick leave, and on call. Monitor compliance against these standards and report to the Service Manager and Medical Staffing any cases of non-compliance.
9. Escalate any sensitive or complex human resource issues, such as sickness absence, compassionate leave or other sensitive information that the post holder has been made aware of, including performance issues, to the Clinical Lead and Service Manager. This should be done in a timely manner.
Person Specification
Application Completion
Essential
- ALL sections of application form FULLY completed
Educatin and Qualifications
Essential
- NVQ Level 3 or equivalent in Administration
- Good standard of general education to GCSE level or equivalent, including Maths and English Language.
- Good keyboard skills
Desirable
- Typing skills to minimum RSA III or equivalent.
- IT Qualifications
- Leadership qualification
Knowledge, Training & Experience
Essential
- Working autonomously.
- Able to work on own initiative
- Staff supervision, leadership, development and motivation
- Experience of managing rotas (including sickness absence, annual leave and prioritising workload of clinicians)
Desirable
- Previous NHS experience
- Dealing with different staff groups
- HR experience
Communication and Interpersonal Skills
Essential
- Excellent communication both verbal/written
- Strong organisational skills and attention to detail
- Demonstrable problem solving abilities and adapting to handle scheduling conflicts and emergencies
- Works well within a team
- Able to work under pressure
- Demonstrates understanding of confidentiality
- Participate in standard setting and research projects
- Evidence showing clinical and professional development
- To be able to plan, assess, evaluate and implement patient care
- Ability to prioritise care associated with changing environment/patient demands
- Facilitate learning of others.
Desirable
Special Attributes and other
Essential
- Shows motivation in developing new skills
- High level of interpersonal skills
- Demonstrate empathy and diplomacy
- Flexible and reliable
Other Requirements
Essential
- Demonstrate reliability and punctuality in all aspects of the role
- Ability to work from both hospital sites as required to meet the demands of the service
Person Specification
Application Completion
Essential
- ALL sections of application form FULLY completed
Educatin and Qualifications
Essential
- NVQ Level 3 or equivalent in Administration
- Good standard of general education to GCSE level or equivalent, including Maths and English Language.
- Good keyboard skills
Desirable
- Typing skills to minimum RSA III or equivalent.
- IT Qualifications
- Leadership qualification
Knowledge, Training & Experience
Essential
- Working autonomously.
- Able to work on own initiative
- Staff supervision, leadership, development and motivation
- Experience of managing rotas (including sickness absence, annual leave and prioritising workload of clinicians)
Desirable
- Previous NHS experience
- Dealing with different staff groups
- HR experience
Communication and Interpersonal Skills
Essential
- Excellent communication both verbal/written
- Strong organisational skills and attention to detail
- Demonstrable problem solving abilities and adapting to handle scheduling conflicts and emergencies
- Works well within a team
- Able to work under pressure
- Demonstrates understanding of confidentiality
- Participate in standard setting and research projects
- Evidence showing clinical and professional development
- To be able to plan, assess, evaluate and implement patient care
- Ability to prioritise care associated with changing environment/patient demands
- Facilitate learning of others.
Desirable
Special Attributes and other
Essential
- Shows motivation in developing new skills
- High level of interpersonal skills
- Demonstrate empathy and diplomacy
- Flexible and reliable
Other Requirements
Essential
- Demonstrate reliability and punctuality in all aspects of the role
- Ability to work from both hospital sites as required to meet the demands of the service
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.
