Job summary
Band 4 Rota coordinator
West Suffolk Hospital
37.5 hours per week - Monday to Friday
An exciting opportunity has presented for the recruitment of an electronic Rota Co-ordinator within the Surgical Division. The post holder will be part of a team responsible for the electronic rota and for the day-to-day co-ordination of the medical staffing rota challenges.
The post holder will be required to also work closely both with the Surgical and Anaesthetic Division, Medical and Operational Team and the broader medical staffing network within the West Suffolk NHS Foundation Trust.
The successful applicant will also be required to cross cover for colleagues during periods of annual and other types of leave.
For further information please contact either Jackie Brennan, Surgical Rota Team Manager on 01284 713017 or Ivanka Hollis, Service Manager on 01284 71
Main duties of the job
To provide a support to all levels of the multi-disciplinary team along with other senior members within the Surgical Division.
Answering phone calls & informing the correct team
Typing letters and issuing these out to patients/GPs
Attending Schedule meetings with Senior Management
Daily rota update
Keeping the rota up to date 10 weeks ahead
Liaising with the Clinical Rota leads to alter rota's accordingly
Linking with the other co-Ordinator's and covering them when they are away
The above list covers some of the duties within this role.
STAFF CAR PARKING
Staff Car Parking on the West Suffolk Hospital Site is eligible for individuals working outside of the core hours, 07:00 - 18:30.
For individuals working within the core hours, the Trust offers parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack on the West Suffolk Hospital website.
This parking restriction does not apply if an individual is required to work on a weekend or if they are required to complete "on call" duties within their role.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see job description for full details.
To develop and maintain the surgical rotas for the Consultants, SpRs and junior doctors. This will also include calculating leave of the Consultants and adding this to the system.
To escalate any problems with the Surgical Rota Team Manager who will then liaise with the Service Managers.
To ascertain where Locums are required and liaise with the Rota Team Manager for approval of funding.
Approving/declining leave requests for all junior doctors and SpRs along with allocating their leave as per their contract agreement. Once the Service Manager has approved the Consultants leave this is then annotated on the rota by the co-ordinators.
To plan/coordinate and maintain all rotas ensuring appropriate cover is given for the Service needs, along with ensuring that all ward rounds have sufficient staffing.
To maintain close liaison with junior doctors, consultants, and the Rota Team Manager to enable them to provide high quality patient care and safety by efficiently deploying juniors within the Surgical Directorate.
To resolve any day-to-day situations in a timely manner for the service to continue running without impacting patient care. This involves short notice requests such as emergency leave requests, sick leave cover and on-call cover.
To assist in projects and service developments associated with the rota co-ordination
To link with HR on rota issues
To book rooms and attend all inductions to discuss how the Rota works and the rules regarding applying for leave and who to contact with any issues.
Any other adhoc duties as requested by the Rota Team Manager or Service Manager.
Job description
Job responsibilities
Please see job description for full details.
To develop and maintain the surgical rotas for the Consultants, SpRs and junior doctors. This will also include calculating leave of the Consultants and adding this to the system.
To escalate any problems with the Surgical Rota Team Manager who will then liaise with the Service Managers.
To ascertain where Locums are required and liaise with the Rota Team Manager for approval of funding.
Approving/declining leave requests for all junior doctors and SpRs along with allocating their leave as per their contract agreement. Once the Service Manager has approved the Consultants leave this is then annotated on the rota by the co-ordinators.
To plan/coordinate and maintain all rotas ensuring appropriate cover is given for the Service needs, along with ensuring that all ward rounds have sufficient staffing.
To maintain close liaison with junior doctors, consultants, and the Rota Team Manager to enable them to provide high quality patient care and safety by efficiently deploying juniors within the Surgical Directorate.
To resolve any day-to-day situations in a timely manner for the service to continue running without impacting patient care. This involves short notice requests such as emergency leave requests, sick leave cover and on-call cover.
To assist in projects and service developments associated with the rota co-ordination
To link with HR on rota issues
To book rooms and attend all inductions to discuss how the Rota works and the rules regarding applying for leave and who to contact with any issues.
Any other adhoc duties as requested by the Rota Team Manager or Service Manager.
Person Specification
Education and qualifications
Essential
- Maths and English qualification
Experience and knowledge
Essential
- Previous experience with allocation of staff.
- Knowledge of skill mix required to run each service area.
- Excel knowledge for Windows 10
- Proven Computer literacy
Desirable
- Previous NHS or related environment
- Some customer care experience
Skills and abilities
Essential
- Accurate Key Board Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
- Able to liaise with Senior Staff throughout the Trust, with regards to covering empty slots on the rota.
- Full understanding of Trust Policies regarding leave requests.
- Good interpersonal skills
- Good organisational skills
Desirable
- Knowledge of the Hospital Administration System
- Understanding of Databases
Personal qualities
Essential
- Clear and precise communication skills
- Good telephone manner
- Able to work under pressure
- Able to meet deadlines
- Friendly and helpful manner
- Caring attitude
- Attention to detail
- Ability to work on own initiative or part of a team
- Flexible approach to working hours and duties
- Able to demonstrate an understanding of issues relating to confidentiality
- Good timekeeping
Person Specification
Education and qualifications
Essential
- Maths and English qualification
Experience and knowledge
Essential
- Previous experience with allocation of staff.
- Knowledge of skill mix required to run each service area.
- Excel knowledge for Windows 10
- Proven Computer literacy
Desirable
- Previous NHS or related environment
- Some customer care experience
Skills and abilities
Essential
- Accurate Key Board Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
- Able to liaise with Senior Staff throughout the Trust, with regards to covering empty slots on the rota.
- Full understanding of Trust Policies regarding leave requests.
- Good interpersonal skills
- Good organisational skills
Desirable
- Knowledge of the Hospital Administration System
- Understanding of Databases
Personal qualities
Essential
- Clear and precise communication skills
- Good telephone manner
- Able to work under pressure
- Able to meet deadlines
- Friendly and helpful manner
- Caring attitude
- Attention to detail
- Ability to work on own initiative or part of a team
- Flexible approach to working hours and duties
- Able to demonstrate an understanding of issues relating to confidentiality
- Good timekeeping
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).
