Job summary
The MEC Rota Team are looking for a looking for an enthusiastic and highly motivated rota co-ordinator to join the team. The post holder will be part of the rota team, to producing and delivering accurate rotas for the medical teams in ED/UCC, Acute medicine and across MEC.
This is a part-time position with the successful applicant to be required to work 3 days per week between Monday, Wednesday Friday for 6 hours each day (18 hours a week).
You will be required to have excellent time management and communication skills, and be able to show flexibility in your approach to the role.
The post is located at Fusion House, Blackburn with flexibility for some home working.
Main duties of the job
- The MEC Rota Team co-ordinator will be responsible for the preparation of the weekly rotas ensuring that all rotas are covered by the relevant grade doctor, identifying gaps in the rota and reallocating where necessary on the Health Roster system. Documenting and monitoring all leave types (annual leave, sickness etc) and ensuring all paperwork is dealt with appropriately. Processing time sheets, dealing with queries via telephone / email and maintaining office systems accurately and in a timely manner.
About us
Our organisation is driven by our strategic objectives and organisational values and we look for people who are strongly aligned to them. In line with ELHT's People Strategy we recognise the value brought to the Trust by our staff, and the link that exists between an engaged, happy workforce, and the quality of care they are able to deliver to supporting patient care.
Job description
Job responsibilities
Rotas:
- Responsible for the preparation of the weekly rotas ensuring that all rotas are covered by the relevant grade, identifying gaps in the rota and reallocating where necessary
- Post the rotas on Teams and circulate by email to all relevant parties. Any amendments after posting to be advertised to relevant parties
- Liaise on a day to day basis with the operational service teams to ensure that unforeseen changes that impact the rotas are escalated, resolved and published
- To keep accurate records of the rotas within the directorate/specialities in order to provide information as requested relating to hours monitoring and banding.
- Updating the Medical Consultant On Call rota, including administering any swaps, filling gaps as advised.
- Manage the Department of Emergency Medicine Consultant On Call rota, including administering any swaps, filling gaps as advised and publishing the rota on the intranet
- Populating and managing rota templates for ED Middle Grade doctors adjusting working patterns for doctors with undertakings and reduced PAs.
- To contribute to Rota design.
- To provide medical staffing updates to the Clinical Flow Team Monday to Friday and to publish the out-of-hours weekend plan for the Site Management team on a Friday
- To manage the ICG medical rotas on the Health Roster system
- Responsibility for co-ordination of vacant shifts within rotas by redeploying internal doctors as advised by the Rota Master
- To liaise with Business Manager/Chief of Medicine regarding any vacant shifts as appropriate
- To liaise with internal doctor as and when required to appoint internal locum Medical Staff
Leave:
- Responsible for maintaining the divisional records on Health Roster regarding junior doctors leave: sick leave, annual leave, study leave etc.
- To process and record sickness, annual leave, study leave, Maternity/Paternity and any other leave for junior medical staff across MEC on Health Roster
- To send our Return to Work forms and self-certificates for completion and to maintain records in accordance with the Trust policy, flagging any triggers as appropriate Business Managers and Clinical Directors
- Complete and submit absence data via computerised systems
Induction
- Participate in the induction of junior doctors
- Ensuring local induction programmes are available for all new recruits
General Duties
- To ensure that relevant data is input in an accurate, effective and timely manner, and that this data integrity and accuracy is maintained, using a variety of standard and bespoke software systems
- Produce full list of all gaps within the rotas that need filling
- Assimilate all enquiries and queries that come to the department and deal with them accordingly or direct them to the appropriate staff for action where necessary
- Establish and maintain efficient office systems, including filing systems
- Participate in innovative, cost saving service improvements/developments
- Maintain full staffing lists to include contact details and funding arrangements
- Working with the relevant operational team to highlight any governance issues
- Assist in the design and utilisation of specific spreadsheets for the team for the gathering of appropriate information for statistical purposes and audits
- To assist Medical Staffing in monitoring the hours of junior doctors in the Division
- To keep an up to date record on Health Roster of the Extra Duty shifts worked by medics
- To process internal doctors extra duty claim forms and ensure the necessary information is checked and included regarding pay rates and budget codes. r
- Assist with the investigations and audits of rota processing as requested
- Be responsible for requisitioning items for the department
- To stock up on stationary when running low and keep them well maintained within the stationary cupboard so that equipment can be found quickly and easily
- This list is not exhaustive and the post holder may be required to carry out tasks commensurate with their band
Job description
Job responsibilities
Rotas:
- Responsible for the preparation of the weekly rotas ensuring that all rotas are covered by the relevant grade, identifying gaps in the rota and reallocating where necessary
- Post the rotas on Teams and circulate by email to all relevant parties. Any amendments after posting to be advertised to relevant parties
- Liaise on a day to day basis with the operational service teams to ensure that unforeseen changes that impact the rotas are escalated, resolved and published
- To keep accurate records of the rotas within the directorate/specialities in order to provide information as requested relating to hours monitoring and banding.
- Updating the Medical Consultant On Call rota, including administering any swaps, filling gaps as advised.
- Manage the Department of Emergency Medicine Consultant On Call rota, including administering any swaps, filling gaps as advised and publishing the rota on the intranet
- Populating and managing rota templates for ED Middle Grade doctors adjusting working patterns for doctors with undertakings and reduced PAs.
- To contribute to Rota design.
- To provide medical staffing updates to the Clinical Flow Team Monday to Friday and to publish the out-of-hours weekend plan for the Site Management team on a Friday
- To manage the ICG medical rotas on the Health Roster system
- Responsibility for co-ordination of vacant shifts within rotas by redeploying internal doctors as advised by the Rota Master
- To liaise with Business Manager/Chief of Medicine regarding any vacant shifts as appropriate
- To liaise with internal doctor as and when required to appoint internal locum Medical Staff
Leave:
- Responsible for maintaining the divisional records on Health Roster regarding junior doctors leave: sick leave, annual leave, study leave etc.
- To process and record sickness, annual leave, study leave, Maternity/Paternity and any other leave for junior medical staff across MEC on Health Roster
- To send our Return to Work forms and self-certificates for completion and to maintain records in accordance with the Trust policy, flagging any triggers as appropriate Business Managers and Clinical Directors
- Complete and submit absence data via computerised systems
Induction
- Participate in the induction of junior doctors
- Ensuring local induction programmes are available for all new recruits
General Duties
- To ensure that relevant data is input in an accurate, effective and timely manner, and that this data integrity and accuracy is maintained, using a variety of standard and bespoke software systems
- Produce full list of all gaps within the rotas that need filling
- Assimilate all enquiries and queries that come to the department and deal with them accordingly or direct them to the appropriate staff for action where necessary
- Establish and maintain efficient office systems, including filing systems
- Participate in innovative, cost saving service improvements/developments
- Maintain full staffing lists to include contact details and funding arrangements
- Working with the relevant operational team to highlight any governance issues
- Assist in the design and utilisation of specific spreadsheets for the team for the gathering of appropriate information for statistical purposes and audits
- To assist Medical Staffing in monitoring the hours of junior doctors in the Division
- To keep an up to date record on Health Roster of the Extra Duty shifts worked by medics
- To process internal doctors extra duty claim forms and ensure the necessary information is checked and included regarding pay rates and budget codes. r
- Assist with the investigations and audits of rota processing as requested
- Be responsible for requisitioning items for the department
- To stock up on stationary when running low and keep them well maintained within the stationary cupboard so that equipment can be found quickly and easily
- This list is not exhaustive and the post holder may be required to carry out tasks commensurate with their band
Person Specification
Qualifications
Essential
- oGCSE English at grade 4 or above or equivalent relevant level of skill
- oOther formal Typewriting qualification or evidence of an equivalent standard
Experience
Essential
- oExtensive knowledge and experience of Senior Administration procedures and practices
- oExtensive knowledge and experience of Senior Administration procedures and practices
- oExperience of appropriately escalating issues to Senior Managers and carrying out instructions
- oExperience of preparing rotas and shift allocations
- oExperience of Health Roster rota management system
Desirable
- oPrevious NHS/Emergency Department experience
Knowledge
Essential
- oComputer literate with extensive knowledge of Microsoft packages including internet access, word and excel
- oKnowledge of European Working Time Directive
- oProven communication and high standard of neat and accurate documentation
- oAbility to understand , absorb and comply with detailed procedures
Desirable
- oAwareness of budget issues
Person Specification
Qualifications
Essential
- oGCSE English at grade 4 or above or equivalent relevant level of skill
- oOther formal Typewriting qualification or evidence of an equivalent standard
Experience
Essential
- oExtensive knowledge and experience of Senior Administration procedures and practices
- oExtensive knowledge and experience of Senior Administration procedures and practices
- oExperience of appropriately escalating issues to Senior Managers and carrying out instructions
- oExperience of preparing rotas and shift allocations
- oExperience of Health Roster rota management system
Desirable
- oPrevious NHS/Emergency Department experience
Knowledge
Essential
- oComputer literate with extensive knowledge of Microsoft packages including internet access, word and excel
- oKnowledge of European Working Time Directive
- oProven communication and high standard of neat and accurate documentation
- oAbility to understand , absorb and comply with detailed procedures
Desirable
- oAwareness of budget issues
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).
