Job summary
Junior Doctor Coordinator for Acute and General Medicine - St Thomas' Hospital
An exciting opportunity has arisen for a Band 5 Junior Doctor Coordinator for the Acute and General Medicine Department - St Thomas' Hospital
This post is 37.5 hours per week.
We are looking to recruit an organised individual to support the directorate clinical team implementing and maintaining effective processes and procedures. This includes coordinating the recruitment, induction and rotations of all junior and middle grade staff within the Directorate. You will also be responsible for coordinating all leave for the clinicians.
As the Junior Dr Coordinator you will often be the first point of contact for all emergency medicine Dr's. It is extremely important that you have the skills and experience required in dealing with their individual queries.
The successful candidate will be able to demonstrate effective communication skills both written and verbal, use initiative, hold advanced IT skills and be able to work operationally on a busy emergency department floor.
Main duties of the job
- Rota writing
- Sickness management
- Short-term absence resolution
- Enable junior doctor study and leave requests
- Act as admin support for our junior doctor workforce
About us
Guy's and St Thomas' NHS Foundation Trust comprises five of the UK's best known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation
We have a long tradition of clinical and scientific achievement and - as part of King's Health Partners - we are one of England's eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research's biomedical research centres, established with King's College London in 2007, as well as dedicated clinical research facilities.
We are one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
Job description
Job responsibilities
Responsible for producing and coordinating On Call and Hospital at night rotasand shift patterns for middle grade doctors. Ensuring compliance with EWTDrules and identify any issues to the service manager.Producing each rota as and when required and creating easily accessibleinformation for doctors and affiliated teams with regard to rotas.Using high level attention to detail to compile rotas that are compliant withinguidelines to ensure consistent service coverage and fair shift distribution forjunior doctors. The setup of a new rota will be the post holders priority at certaintimes of the year and will require a period of sustained concentration.Use communication skills to exchange information with junior doctors andconsultants around shift patterns. There are a number of different rotas inoperation and information provided can be complex in nature. The post holderwill need to use negotiation and problem solving skills to ensure that updatesand queries are handled independently or shared / escalated as appropriate.To effectively build working relationships with key individuals across a numberof services. Synthesise information on the differences between the serviceareas and take these into account when building rotas e.g. differing patterns oftraining for different junior grades working in within Emergency Medicine.To proactively identify future gaps in the rotas and work towards filling theminternally before escalating to managers and nominated clinicians for their input.To assist with collection of monitoring results thorough coordination of theprocess, production of necessary paperwork, and information gathering forDiary Carding. Feedback monitoring results to junior doctors, Clinical Director,Consultants and Management team.Assist with arranging medical cover to ensure coverage of services at all time.This involves short notice requests such as emergency leave request, sickleave cover and on call cover. Understand the need to prioritise urgent rotaissues and escalate any concerns to Senior Managers and nominatedclinicians.To assist with filling rota gaps and finding locum support if required. Act as thefirst point of contact for rota issues and liaise with Senior Managers andnominated clinicians for approval of funding and gathering paperwork required.To develop and maintain a database to effectively track Bank and Agency staffuse.Assist with timesheet completion for temporary staff to facilitate correct paymentfor locums. Provide information to Finance on Bank and Agency spend toensure correct recording. To actively reduce the need for locum spend througheffective contingency planning.To liaise with the Trusts RotaWatch Team to ensure the Rotawatch Informationmatches the shift times and patterns of the rotas4To manually load rotas into the Medi Rota and update swap information orupdates. Ensure that each Doctors contact information is correctly loaded intoMedi-rota and that there is no gap in information.To plan a draft rota for the consultants for Consultant Connect and manuallyload the confirmed rota into the system.To provide admin support to the Medical Administrator / Junior DoctorCoordinator as and when required.To maintain, update and develop the leave information sheets for the middlegrade doctors and consultants. Ensure that the information is correct and theclinicians are showing in the correct clinic. As each new intake of Doctors arrivethat the information is correctly updated to reflect their work timetables.To process and store leave request forms from Doctors and explain Leavepolicy at each local Induction and as and when required.Manage annual leave, study leave, absences and zero off days for the middlegrade SpRs/ Clinical Fellows and Consultants. Bring to the attention of theService Manager any non-attendance that that may mean a clinical riskTo make certain that information on the Leave information covers a four monthsperiod and it is updated and distributed weekly.To maintain Leave Sheet and Clinical impact information for the middle gradeSpR/Clinical Fellows and Consultants using pre-populated Excel formulas andMacros.To support management with data capture and statistical information associatedwith rotas and clinic impact.To support management to ensure accuracy of medical budget establishments,particularly at each new rotation.Act as first point of contact for junior doctors to assist with general queries.To coordinate the recruitment processes for junior doctor posts; ensuringaccurate and up to date recruitment documentation is used, approval to recruitis obtained and to assist with the shortlisting and interview scheduling asrequired
Job description
Job responsibilities
Responsible for producing and coordinating On Call and Hospital at night rotasand shift patterns for middle grade doctors. Ensuring compliance with EWTDrules and identify any issues to the service manager.Producing each rota as and when required and creating easily accessibleinformation for doctors and affiliated teams with regard to rotas.Using high level attention to detail to compile rotas that are compliant withinguidelines to ensure consistent service coverage and fair shift distribution forjunior doctors. The setup of a new rota will be the post holders priority at certaintimes of the year and will require a period of sustained concentration.Use communication skills to exchange information with junior doctors andconsultants around shift patterns. There are a number of different rotas inoperation and information provided can be complex in nature. The post holderwill need to use negotiation and problem solving skills to ensure that updatesand queries are handled independently or shared / escalated as appropriate.To effectively build working relationships with key individuals across a numberof services. Synthesise information on the differences between the serviceareas and take these into account when building rotas e.g. differing patterns oftraining for different junior grades working in within Emergency Medicine.To proactively identify future gaps in the rotas and work towards filling theminternally before escalating to managers and nominated clinicians for their input.To assist with collection of monitoring results thorough coordination of theprocess, production of necessary paperwork, and information gathering forDiary Carding. Feedback monitoring results to junior doctors, Clinical Director,Consultants and Management team.Assist with arranging medical cover to ensure coverage of services at all time.This involves short notice requests such as emergency leave request, sickleave cover and on call cover. Understand the need to prioritise urgent rotaissues and escalate any concerns to Senior Managers and nominatedclinicians.To assist with filling rota gaps and finding locum support if required. Act as thefirst point of contact for rota issues and liaise with Senior Managers andnominated clinicians for approval of funding and gathering paperwork required.To develop and maintain a database to effectively track Bank and Agency staffuse.Assist with timesheet completion for temporary staff to facilitate correct paymentfor locums. Provide information to Finance on Bank and Agency spend toensure correct recording. To actively reduce the need for locum spend througheffective contingency planning.To liaise with the Trusts RotaWatch Team to ensure the Rotawatch Informationmatches the shift times and patterns of the rotas4To manually load rotas into the Medi Rota and update swap information orupdates. Ensure that each Doctors contact information is correctly loaded intoMedi-rota and that there is no gap in information.To plan a draft rota for the consultants for Consultant Connect and manuallyload the confirmed rota into the system.To provide admin support to the Medical Administrator / Junior DoctorCoordinator as and when required.To maintain, update and develop the leave information sheets for the middlegrade doctors and consultants. Ensure that the information is correct and theclinicians are showing in the correct clinic. As each new intake of Doctors arrivethat the information is correctly updated to reflect their work timetables.To process and store leave request forms from Doctors and explain Leavepolicy at each local Induction and as and when required.Manage annual leave, study leave, absences and zero off days for the middlegrade SpRs/ Clinical Fellows and Consultants. Bring to the attention of theService Manager any non-attendance that that may mean a clinical riskTo make certain that information on the Leave information covers a four monthsperiod and it is updated and distributed weekly.To maintain Leave Sheet and Clinical impact information for the middle gradeSpR/Clinical Fellows and Consultants using pre-populated Excel formulas andMacros.To support management with data capture and statistical information associatedwith rotas and clinic impact.To support management to ensure accuracy of medical budget establishments,particularly at each new rotation.Act as first point of contact for junior doctors to assist with general queries.To coordinate the recruitment processes for junior doctor posts; ensuringaccurate and up to date recruitment documentation is used, approval to recruitis obtained and to assist with the shortlisting and interview scheduling asrequired
Person Specification
Education/Qualifications
Essential
- Degree level or equivalent experience
Experience
Essential
- Experience of working in a multi-disciplinary team.
- Experience of working in a rapidly changing environment.
Skills/Knowledge/ Abilities
Essential
- Excellent planning and organisation skills.
- A high standard of written skills, evident in correspondence and report writing.
- Excellent IT skills, including use of Microsoft Outlook, Word and Excel.
- Excellent oral communication and negotiation skills with the ability to communicate effectively with clinicians and colleagues at all levels, both face to face and over the telephone, in an efficient and courteous manner. Ability to work within a team.
- Confidence in dealing with busy senior staff within the organisation. Able to work and prioritise effectively under busy, sometimes pressurised situations.
- Able to work independently, with a strong sense of initiative.
Person Specification
Education/Qualifications
Essential
- Degree level or equivalent experience
Experience
Essential
- Experience of working in a multi-disciplinary team.
- Experience of working in a rapidly changing environment.
Skills/Knowledge/ Abilities
Essential
- Excellent planning and organisation skills.
- A high standard of written skills, evident in correspondence and report writing.
- Excellent IT skills, including use of Microsoft Outlook, Word and Excel.
- Excellent oral communication and negotiation skills with the ability to communicate effectively with clinicians and colleagues at all levels, both face to face and over the telephone, in an efficient and courteous manner. Ability to work within a team.
- Confidence in dealing with busy senior staff within the organisation. Able to work and prioritise effectively under busy, sometimes pressurised situations.
- Able to work independently, with a strong sense of initiative.
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
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).
