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Rota Coordinator

Bedfordshire Hospitals NHS Foundation Trust

Information:

This job is now closed

Job summary

The post holder will be responsible for the day to day management of medical staffing rotas to ensure appropriate levels of medical staff and clinical safety is maintained at all times within the service lines.

The Coordinator will act as the first point of contact for service line issues relating to Junior Doctors including sickness reporting, annual leave, study leave, duty swaps and organising locum cover. They are expected to work closely with the relevant Service Manager's, General Manager's and Consultants to ensure there is safe clinical cover, communicate current and future rota planning and to utilise internal cover which will enable a reduction in agency spend.

The Coordinator will work on their own initiative to identify and resolve issues and ensure that any risks are escalated appropriately.

There is responsibility for ensuring that there are robust management systems in place for all types of leave and absence and to lead on return to work process for doctors. The Coordinator will also assist in the development of systems and processes and provide maintenance and support to record, monitor and escalate as appropriate any working hours and training concerns raised by junior doctors employed by the Trust.

This post will include involvement in all Trust Inductions and relevant Departmental Inductions for all Medical Staff.

Main duties of the job

Duties include but are not limited to:

  • Having systems set up to identify early warning signs for issues with rota cover & to ensure monitoring of fair internal cover in times of absence
  • Reviewing draft roster cycles & leave requests in a timely manner & advising the Medics e-Rostering Admin of any amendments required pre-publication, with any issues being highlighted to the appropriate Clinical Director & Service Manager
  • Liaising with Medical Workforce on locums for each area & appropriate escalation is followed for shifts not covered by either agency locums or internal bank staff for appropriate action to be taken
  • Provide accurate & timely information related to additional duties & ensure all internal claims for cover are dealt with in a timely manner
  • Ensure strong processes are in place to manage leave within the departments, helping to cover essential services & be less reliant on agency & bank usage
  • Ensure all medical staff are aware of & follow all department & trust policies & procedures as well as fulfilling their own responsibilities under these policies
  • Act as a source of communication between management & doctors & signpost doctors to the Medical Workforce Team for any pay or contractual queries or professional support

The ideal candidate will have excellent communication & time management skills & have experience of Word, Excel & database systems. Candidates will need to be able to plan & prioritise their work effectively with high attention to detail.

About us

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.

We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.

All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.

Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.

Date posted

31 August 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year (per annum)

Contract

Permanent

Working pattern

Full-time

Reference number

418-COR0086-LJ

Job locations

Bedford Hospital

Kempston Road

Bedford

MK42 9DJ


Job description

Job responsibilities

Please see attached job description and person specification for more information about the role and the essential criteria required for eligibility for this post.

Job description

Job responsibilities

Please see attached job description and person specification for more information about the role and the essential criteria required for eligibility for this post.

Person Specification

Experience

Essential

  • Computer literate
  • Ability to work in a fast paced environment
  • Experience of working in a team
  • Dealing with difficult or challenging situations

Desirable

  • Rota Coordination/Workforce planning
  • Working with medical staff or in a healthcare setting

Qualifications

Essential

  • Minimum of 5 GCSE (C and above) or equivalent experience
  • Understanding of admin and HR processes acquired through training and experience to CPP/diploma level equivalent
  • Evidence of continued professional development
  • Willingness to learn via electronic and face to face courses/attend courses

Knowledge & Skills

Essential

  • Ability to plan and prioritise and manage time effectively
  • Ability to work on own initiative
  • Coordination skills & attention to detail
  • Ability to multitask
  • Provide a high standard of customer service to the Trust and Stakeholders

Personal Characteristics

Essential

  • Approachable
  • Polite and tactful
  • Team Orientated
  • Excellent written and oral communication skills
  • Excellent time management skills
Person Specification

Experience

Essential

  • Computer literate
  • Ability to work in a fast paced environment
  • Experience of working in a team
  • Dealing with difficult or challenging situations

Desirable

  • Rota Coordination/Workforce planning
  • Working with medical staff or in a healthcare setting

Qualifications

Essential

  • Minimum of 5 GCSE (C and above) or equivalent experience
  • Understanding of admin and HR processes acquired through training and experience to CPP/diploma level equivalent
  • Evidence of continued professional development
  • Willingness to learn via electronic and face to face courses/attend courses

Knowledge & Skills

Essential

  • Ability to plan and prioritise and manage time effectively
  • Ability to work on own initiative
  • Coordination skills & attention to detail
  • Ability to multitask
  • Provide a high standard of customer service to the Trust and Stakeholders

Personal Characteristics

Essential

  • Approachable
  • Polite and tactful
  • Team Orientated
  • Excellent written and oral communication skills
  • Excellent time management skills

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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

Bedfordshire Hospitals NHS Foundation Trust

Address

Bedford Hospital

Kempston Road

Bedford

MK42 9DJ


Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

Bedford Hospital

Kempston Road

Bedford

MK42 9DJ


Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)

For questions about the job, contact:

Head of Medical Workforce

Sarah Warren

Sarah.Warren@bedsft.nhs.uk

01234355122

Date posted

31 August 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year (per annum)

Contract

Permanent

Working pattern

Full-time

Reference number

418-COR0086-LJ

Job locations

Bedford Hospital

Kempston Road

Bedford

MK42 9DJ


Supporting documents

Privacy notice

Bedfordshire Hospitals NHS Foundation Trust's privacy notice (opens in a new tab)