Job summary
Cumbria Health is seeking a highly organised and proactive
Rota Coordinator to join our team on a part-time basis (25-30 hours per week).
The successful candidate will be responsible for managing and coordinating
staff rotas to ensure optimal coverage and efficient operations within our
bases. Working hours are weekdays between 08:00
and 18:30.
CLOSING DATE: 24 JULY 2024
INTERVIEW DATE: 29 JULY 2024
Main duties of the job
The Rota Co-ordinator is a busy role working as part of a team coordinating the clinical and non-clinical rota planning across the organisation. Cumbria Health currently have over 400 team members in multiple sites across Cumbria. This role is key to the day to day functioning of the organisation, ensuring all clinical shifts are covered and that our teams and services are safely staffed to provide excellent primary and urgent health care across Cumbria.
The successful candidate will be a motivated individual who is able to work independently and as part of a team. The post holder will be part of a dynamic team co-ordinating the day to day function of the clinical and operational Rota systems. The ability to work in a fast paced and changing environment is essential. The Rota Co-ordinator role is key to ensuring that all clinical shifts are covered; that the out of hours and managements teams are up to date. The team collate and send daily rota information for the Control and On Call Management Teams.
About us
Cumbria Health places the patient, their family and their community at the heart of everything we do. We are an award-winning organisation, the first out-of-hours organisation in the country to be rated as outstanding by the Care Quality Commission (CQC).
We provide primary health care services, both in and out of hours, across Cumbria. We are values-driven and place great emphasis on inclusivity and the wellbeing and development of our staff, while striving to provide a consistently high-quality service. Our service is designed to improve health and wellbeing.
Working for Cumbria Health can offer flexible opportunities in terms of location, hours and working patterns so you can enjoy a great work life balance. In order to provide the best patient care we understand the importance of ensuring staff satisfaction and are consistently trying to ensure we offer our staff a positive working environment whether that be though training or social events.
Listen to your heart. Have the work life balance you'd love.
Job description
Job responsibilities
This list of duties and responsibilities, which follows, represents the broad range of tasks which may be required to be undertaken either routinely or periodically. This list is not exhaustive, and the role may include additional duties which are not listed here:
- The post holder will provide day-to-day support to the rota in providing a high standard of cover by effective utilisation of clinical resources
- Demonstrate good coordination skills in providing high standards of cover to maximise clinical resources
- Provide day-to-day support as part of the Rota team for all rota functions, filling clinical shifts, facilitating locum requests for all clinical and non-clinical staffing via approved booking system
- Respond efficiently to changes in staff cover to ensure safe delivery of services
- Coordinate and assist with staff rota replications, creating new rotas and working patterns for staff
- The post holder will assist with work experience inductions, trainee Doctors and the medical student programme
- Provide support for the Rota Team Leader and Business Manager
- Liaise with Finance & HR regarding salaried doctors annual leave and other absences, as well as GP payments
- Escalate rota challenges to avoid difficult operational situations
- Work closely with multiple departments within the organisation on various aspects of Rota Management. Identify service gaps and plan/initiate acquisition of any clinicians required in a timely fashion in order to meet service needs
- Participate in all rota and administrative functions in order to fully staff the clinical rota such as updating required reporting documents, assisting with fire checks, premium reports, managing timesheets and completing the daily communications log etc.
- Ensure the Rota Management System is up to date and fully utilised, and that the EMIS clinics are updated correctly
- Monitor and report on the usage of agency staff
- Engage in regular supervision with the Rota Team Leader and Business Manager
- Ensure on Call Managers and Control are fully informed in terms of all aspects of the rota
- To act as point of contact alongside the Office Administrator within the office for incoming enquiries and visitors
- Maintain administrative systems (electronic and manual)
- Undertake duties to ensure a smooth handover with the Control Room, on a rota basis
- Adhere to all Cumbria Health Policies and Procedures
- Participate in and ensure own on-going development
- Maintain a high level of confidentiality and comply with the Data Protection Act 2018 and GDPR. Be aware of the nature of information dealt with and work in a manner which ensures confidentiality and security
- Undertake any other activities deemed appropriate and necessary by the organisation
Job description
Job responsibilities
This list of duties and responsibilities, which follows, represents the broad range of tasks which may be required to be undertaken either routinely or periodically. This list is not exhaustive, and the role may include additional duties which are not listed here:
- The post holder will provide day-to-day support to the rota in providing a high standard of cover by effective utilisation of clinical resources
- Demonstrate good coordination skills in providing high standards of cover to maximise clinical resources
- Provide day-to-day support as part of the Rota team for all rota functions, filling clinical shifts, facilitating locum requests for all clinical and non-clinical staffing via approved booking system
- Respond efficiently to changes in staff cover to ensure safe delivery of services
- Coordinate and assist with staff rota replications, creating new rotas and working patterns for staff
- The post holder will assist with work experience inductions, trainee Doctors and the medical student programme
- Provide support for the Rota Team Leader and Business Manager
- Liaise with Finance & HR regarding salaried doctors annual leave and other absences, as well as GP payments
- Escalate rota challenges to avoid difficult operational situations
- Work closely with multiple departments within the organisation on various aspects of Rota Management. Identify service gaps and plan/initiate acquisition of any clinicians required in a timely fashion in order to meet service needs
- Participate in all rota and administrative functions in order to fully staff the clinical rota such as updating required reporting documents, assisting with fire checks, premium reports, managing timesheets and completing the daily communications log etc.
- Ensure the Rota Management System is up to date and fully utilised, and that the EMIS clinics are updated correctly
- Monitor and report on the usage of agency staff
- Engage in regular supervision with the Rota Team Leader and Business Manager
- Ensure on Call Managers and Control are fully informed in terms of all aspects of the rota
- To act as point of contact alongside the Office Administrator within the office for incoming enquiries and visitors
- Maintain administrative systems (electronic and manual)
- Undertake duties to ensure a smooth handover with the Control Room, on a rota basis
- Adhere to all Cumbria Health Policies and Procedures
- Participate in and ensure own on-going development
- Maintain a high level of confidentiality and comply with the Data Protection Act 2018 and GDPR. Be aware of the nature of information dealt with and work in a manner which ensures confidentiality and security
- Undertake any other activities deemed appropriate and necessary by the organisation
Person Specification
Skills and Aptitudes
Essential
- Excellent written and verbal communication skills.
- Highly organised individual with strong attention to detail with a methodical, structured approach
- Excellent administrative skills.
- Self-starter who is able to work under pressure
- Effective persuasion and negotiation skills.
- Ability to prioritise workload.
- Ability to work on own initiative.
- Excellent IT skills.
- Confident in dealing with people at all levels of the organisation
- Provide accurate written reports, letters and other documents.
- Ability to deal with day to day problems calmly and efficiently with the ability to work on their own initiative.
- Understand the concept of confidentiality.
- Ability to integrate and work effectively as part of a team.
Experience
Essential
- Experience within in an Administrative role
- Experience of scheduling staff rotas
Desirable
- Experience within a general practice / healthcare role
- Managing Rota Systems.
Qualifications
Essential
- A minimum of 5 GCSEs at Grade 4/C or above (or equivalent experience)
Desirable
- A Levels
- NVQ Administration Level 2/3
Personal Circumstances
Essential
- Self-motivated, enthusiastic and willing to learn.
- Ability to relate to a broad spectrum of individuals within the organisation and elsewhere
Person Specification
Skills and Aptitudes
Essential
- Excellent written and verbal communication skills.
- Highly organised individual with strong attention to detail with a methodical, structured approach
- Excellent administrative skills.
- Self-starter who is able to work under pressure
- Effective persuasion and negotiation skills.
- Ability to prioritise workload.
- Ability to work on own initiative.
- Excellent IT skills.
- Confident in dealing with people at all levels of the organisation
- Provide accurate written reports, letters and other documents.
- Ability to deal with day to day problems calmly and efficiently with the ability to work on their own initiative.
- Understand the concept of confidentiality.
- Ability to integrate and work effectively as part of a team.
Experience
Essential
- Experience within in an Administrative role
- Experience of scheduling staff rotas
Desirable
- Experience within a general practice / healthcare role
- Managing Rota Systems.
Qualifications
Essential
- A minimum of 5 GCSEs at Grade 4/C or above (or equivalent experience)
Desirable
- A Levels
- NVQ Administration Level 2/3
Personal Circumstances
Essential
- Self-motivated, enthusiastic and willing to learn.
- Ability to relate to a broad spectrum of individuals within the organisation and elsewhere
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.
