Job summary
This is an exciting opportunity to join our newly formed centralised rota team, based at Stepping Hill Hospital. You will have overall responsibility for ensuring that the Medicine & Urgent Care Division has sufficient medical cover to meet the service demands. Working closely with the Divisional Management and Clinical teams you will ensure that all medical rotas are produced in a timely manner, utilising both existing and temporary staff in the most appropriate and cost effective manner, including co-ordination of the weekly rotas and forward planning of rota(s), leave entitlement/attendance.
This role is challenging and demanding and will require excellent time management, interpersonal and organisation skills. You must be able to prioritise your own workload, have a flexible approach to duties and be able to cross cover the other rota co-ordinator as and when required. You must be able to communicate effectively with staff at all levels within the Trust and be responsible in ensuring optimum use of physical capacity throughout medical teams to deliver service needs.
You should have equivalent experience to degree level and/or relevant experience. You must also be motivated and pro-active within your role and able to wok flexibly.
Main duties of the job
o To produce and maintain all medical rotas ensuring they are prepared in a timely manner and have divisional approval.
o To maintain the master electronic rota ensuring collation and timely input of new data.
o To act as first point of contact for rota-related issues and enquires.
o To manage all aspects of, and to maintain, including the electronic recording of all leave and absence for medical staff in the Medicine and Urgent Care Division.
o Responsible for all clerical/administrative amendments to the rota
o Liaise with medical staffing personnel as required, ensuring use of locum/additional medical staffing is kept to a minimum.
o Answer the telephones, in a polite and professional manner, actively dealing with queries and troubleshooting problems that may arise.
o Preparing the new leave year electronic documentation, calculating leave entitlement following Trust and department policies and monitoring allowances.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Job description
Job responsibilities
Communication & Leadership
To ensure all changes to the rota are conveyed to relevant staff in a timely and efficient manner, ensuring daily contact with the Clinical Rota Master(s) and / or Directorate Managers (as required) to discuss problems with list cover, sickness, training needs, on-call cover etc.
To ensure appropriate cover for all oncall shifts.
To ensure all changes to the rota are recorded on the electronic system and saved in the shared Administration drive to effect continuity of service delivery.
To act as first point of contact for rota-related issues and enquiries and coordinate responses ensuring appropriate escalation to Rota Master/Access Manager/Theatre Co-ordinator as required and sharing of information with anaesthetic administration team members and 18 week speciality teams.
Deal with a variety of enquiries on behalf of staff using initiative to deal with these enquiries as appropriate taking messages and follow through as required.
To liaise with College Tutor regarding all junior leave/absence for Trainee On-Call Rota when required.
Book and record locums and ensure in the event that there are no locums available, that managers are alerted in a timely manner to allow them to implement alternative plans to maintain patient safety.
Responsibility for Physical and Financial Resources
Responsible for co-ordinating the relevant paperwork required for the payment of medical staffing, the electronic recording of that paperwork, for extra on calls/locums worked and ensuring authorised signatory signs off.
Booking medical staffing locums based on the requirements of the service.
Prepare electronic spreadsheet monthly for Office Manager to co-ordinate MI for Clinical Director/Business Manager.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Job description
Job responsibilities
Communication & Leadership
To ensure all changes to the rota are conveyed to relevant staff in a timely and efficient manner, ensuring daily contact with the Clinical Rota Master(s) and / or Directorate Managers (as required) to discuss problems with list cover, sickness, training needs, on-call cover etc.
To ensure appropriate cover for all oncall shifts.
To ensure all changes to the rota are recorded on the electronic system and saved in the shared Administration drive to effect continuity of service delivery.
To act as first point of contact for rota-related issues and enquiries and coordinate responses ensuring appropriate escalation to Rota Master/Access Manager/Theatre Co-ordinator as required and sharing of information with anaesthetic administration team members and 18 week speciality teams.
Deal with a variety of enquiries on behalf of staff using initiative to deal with these enquiries as appropriate taking messages and follow through as required.
To liaise with College Tutor regarding all junior leave/absence for Trainee On-Call Rota when required.
Book and record locums and ensure in the event that there are no locums available, that managers are alerted in a timely manner to allow them to implement alternative plans to maintain patient safety.
Responsibility for Physical and Financial Resources
Responsible for co-ordinating the relevant paperwork required for the payment of medical staffing, the electronic recording of that paperwork, for extra on calls/locums worked and ensuring authorised signatory signs off.
Booking medical staffing locums based on the requirements of the service.
Prepare electronic spreadsheet monthly for Office Manager to co-ordinate MI for Clinical Director/Business Manager.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Person Specification
Education & Qualifications
Essential
- Good general education (GCSE) or equivalent experience
- IT/computer qualifications/courses (i.e. ECDL)
Desirable
- NVQ Level 3 in Business Administration or equivalent experience
Skills
Essential
- Able to demonstrate good interpersonal skills, meet deadlines, prioritise workload and be self-motivated
Skills
Essential
- Strong Microsoft Excel, Word & Outlook skills and knowledge (Google Sheets)
Experience
Essential
- Experience of office procedures and administration work
- Experience of office procedures and administration work
Desirable
- Previous NHS/Hospital experience
- Experience of hospital systems (PAS, Healthroster, TempRE)
Person Specification
Education & Qualifications
Essential
- Good general education (GCSE) or equivalent experience
- IT/computer qualifications/courses (i.e. ECDL)
Desirable
- NVQ Level 3 in Business Administration or equivalent experience
Skills
Essential
- Able to demonstrate good interpersonal skills, meet deadlines, prioritise workload and be self-motivated
Skills
Essential
- Strong Microsoft Excel, Word & Outlook skills and knowledge (Google Sheets)
Experience
Essential
- Experience of office procedures and administration work
- Experience of office procedures and administration work
Desirable
- Previous NHS/Hospital experience
- Experience of hospital systems (PAS, Healthroster, TempRE)
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).
