Job summary
Shropdoc are recruiting for an
Operations Co-ordinator to join our dynamic and lively Rota Team. The team sits
at the heart of the Shropdoc Operations Department and is responsible for the
scheduling of both clinical and non-clinical staff. The role is pivotal to
ensuring our patients receive the correct care through making sure the right
people are in the right places at the right time.
The successful candidate,
alongside their team members will be responsible for the daily running of the
scheduling function and will liaise closely with a wide variety of individuals
across the organisation. You will work closely with Operational Managers to
ensure sufficient shift fill to meet our planned activity.
While this is a busy role, you
will gain a sense of accomplishment, knowing that you have played an integral
part in ensuring that our patients receive the best possible care.
This is an ideal role for someone
who has a keen eye for detail, who is motivated and methodical and who can work
effectively in a fast-paced and ever changing environment.
Main duties of the job
The successful candidate will have excellent administrative skills including:
Strong communication skills
A meticulous approach to their work with attention to detail
Experience of working with MS Office; proficient in Excel, Word, Outlook
A flexible approach and the ability to adapt to changing needs and priorities
Ideally have a background in scheduling and rota planning (although full training available for right candidate)
What we can offer:
- Free Healthcare Cash Plan
- NHS Pensions
- 25 days annual leave
- NHS discounts
Shropdoc is passionate about inclusion and diversity. Welcoming applications from individuals of diverse background.
** We reserve the right to close the vacancy earlier if a large number of applications are received.**
About us
Shropdoc is a not-for-profit company established in 1996. We
provide 24/7 urgent primary care services for patients across Powys,
Shropshire, Telford and Wrekin, and Lancashire, including out of hours service
GP, care coordination, single point of access in Shropshire, and an oncology
advice line.
We care about our team of over 200 colleagues. We strive to
provide quality patient care, a working community with integrity and kindness,
and are committed to continually developing our staff. Our vision and values of
Community, Quality, Kindness, Integrity, and Development are at the heart of
all that we do, enabling us to achieve the best outcomes for patients and for
our colleagues.
Job description
Job responsibilities
1. JOB SUMMARY
Working as part of the Clinical Team, utilizing your Rota management experience you will be
responsible for planning, organizing and maintaining Clinical Rotas while ensuring compliance
with the working time directive, rota guidelines, Company policies/procedures, as well as associated
legislation and best practice.
As part of this you will develop and maintain excellent relationships with the affected Employees,
Line Management and Colleagues to ensure we have full clinical cover across all bases.
2. KEY TASKS AND RESPONSIBILITIES
1. To coordinate the scheduling of your Rota in line with Shropdoc requirements using the
RotaMaster system whilst ensuring compliance with working time directives, Rota
guidelines and company policies and procedures.
2. Be responsible for ensuring Rota fill levels at least 6 weeks ahead of schedule and any
deficiencies/shortfalls are escalated to your line Manager in the daily catch up.
3. Responsible for planning the next rota role and ensure that the rota is rolled quarterly
and at least 6 weeks ahead of the previous rota ending.
4. Ensure all shift bookings are appropriately recorded on RotaMaster on a weekly basis.
5. Ensure that all email, telephone and text communication is in line with acceptable
business standards and that only the approved tools are used to communicate.
2
Clinical Operations Coordinator
6. Provide guidance and training to GPs and staff on the use of NetMaster for web
bookings, shift exchange etc.
7. Participate in regular departmental meetings to discuss issues affecting performance,
including shift fill rates and absence levels and help generate ideas to fulfill Rotas.
8. Handle all queries. For example, payroll session queries, adjustments, indemnity
queries, training etc and escalate when needed.
9. To assist the department to meet the requirements of any relevant accreditation, audit,
e.g., CQC, ISO/IGSOC/Safe guarding.
10. Provide cover and support as designated by your manager wherever needed in order to
support the team in filling rotas as a result of sickness or absence
11. To undertake any other duties of a similar nature consistent with the responsibilities of the
post in order to provide a quality service.
12. In line with other posts this post may be subject to change according to service needs, in
consultation with the post holder.
Job description
Job responsibilities
1. JOB SUMMARY
Working as part of the Clinical Team, utilizing your Rota management experience you will be
responsible for planning, organizing and maintaining Clinical Rotas while ensuring compliance
with the working time directive, rota guidelines, Company policies/procedures, as well as associated
legislation and best practice.
As part of this you will develop and maintain excellent relationships with the affected Employees,
Line Management and Colleagues to ensure we have full clinical cover across all bases.
2. KEY TASKS AND RESPONSIBILITIES
1. To coordinate the scheduling of your Rota in line with Shropdoc requirements using the
RotaMaster system whilst ensuring compliance with working time directives, Rota
guidelines and company policies and procedures.
2. Be responsible for ensuring Rota fill levels at least 6 weeks ahead of schedule and any
deficiencies/shortfalls are escalated to your line Manager in the daily catch up.
3. Responsible for planning the next rota role and ensure that the rota is rolled quarterly
and at least 6 weeks ahead of the previous rota ending.
4. Ensure all shift bookings are appropriately recorded on RotaMaster on a weekly basis.
5. Ensure that all email, telephone and text communication is in line with acceptable
business standards and that only the approved tools are used to communicate.
2
Clinical Operations Coordinator
6. Provide guidance and training to GPs and staff on the use of NetMaster for web
bookings, shift exchange etc.
7. Participate in regular departmental meetings to discuss issues affecting performance,
including shift fill rates and absence levels and help generate ideas to fulfill Rotas.
8. Handle all queries. For example, payroll session queries, adjustments, indemnity
queries, training etc and escalate when needed.
9. To assist the department to meet the requirements of any relevant accreditation, audit,
e.g., CQC, ISO/IGSOC/Safe guarding.
10. Provide cover and support as designated by your manager wherever needed in order to
support the team in filling rotas as a result of sickness or absence
11. To undertake any other duties of a similar nature consistent with the responsibilities of the
post in order to provide a quality service.
12. In line with other posts this post may be subject to change according to service needs, in
consultation with the post holder.
Person Specification
Experience
Essential
- IT proficient, in MS Excel, MS Word, MS Outlook.
- Excellent communication and liaison skills, with wide range of
- personnel.
- Capable of setting & working to priorities.
- Good organisational skills.
- Ability to work under pressure, meeting tight deadlines when required.
- Logical problem-solving skills to resolve scheduling vacancies.
- Methodical Lateral thinker, able to follow direction and instructions
- Capable of using own initiative
- Ability to work as part of a team
- Self-motivated
- Effective organisational skills
- Ability to build relationships and rapport with; GPs, Colleagues and external stakeholders
Desirable
- Experience of rota planning and scheduling
- Experience of using an electronic rota system
- Working time directive knowledge, Data Protection, GDPR.
Person Specification
Experience
Essential
- IT proficient, in MS Excel, MS Word, MS Outlook.
- Excellent communication and liaison skills, with wide range of
- personnel.
- Capable of setting & working to priorities.
- Good organisational skills.
- Ability to work under pressure, meeting tight deadlines when required.
- Logical problem-solving skills to resolve scheduling vacancies.
- Methodical Lateral thinker, able to follow direction and instructions
- Capable of using own initiative
- Ability to work as part of a team
- Self-motivated
- Effective organisational skills
- Ability to build relationships and rapport with; GPs, Colleagues and external stakeholders
Desirable
- Experience of rota planning and scheduling
- Experience of using an electronic rota system
- Working time directive knowledge, Data Protection, GDPR.
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.
