Job summary
Job Title: Medical Rota Co-Ordinator
Hours per week: 37.5 hours per week
Permanent/Fixed Term: Permanent
Salary: £25,147 - £27,596 per annum
Closing Date: 27th November 2024
Interview Date: TBC
An exciting opportunity has arisen for a Medical Rota Co-Ordinator within the Medicine Directorate at George Eliot Hospital NHS Trust.
We need enthusiastic and efficient individuals to join the dynamic teams where you will be supporting clinical leads and senior managers in supporting the rota co-ordination of medical staffing.
**Please note this vacancy could close early due to sufficient level of applications received, please apply early to avoid disappointment. **
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
#JoinTeamEliot
Main duties of the job
The successful candidates will be crucial to ensuring a safely staffed service is provided to our patients ensuring that the Directorates deliver high quality care.
You will manage rota coordination to specialities within the Directorates and ensure that accurate rota's, including on-call rota's are staffed and maintained, managing the gaps on the rota as necessary. You will also be required to assist with the first stages of any recruitment activity required, including authorisation of vacancies and supporting the creation of JD's alongside your clinical leads/general managers.
You will be responsible for accurately recording and acting upon any absences, such as annual leave and sick leave and having excellent communication skills in speaking with a wide range of disciplines internally and externally.
About us
Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits:On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job description
Job responsibilities
Create, maintain and distribute medical rotas for medical colleagues within the Directorates.
To provide a timely response to all rota queries, resolving problems using own initiative where possible.
Monitoring and recording annual and study leave entitlements; including any other absence of Medical Staff, making sure that prospective cover has been arranged.
Recording and reporting of sickness absence for medical staff.
Act as the first point of contact for doctors, other medical staff and management, to assist with their enquiries and issues raised, using own initiative and escalating to the appropriate management where necessary.
To ensure that terminations/changes are submitted in a timely manner through ESR manager self service for medical staff.
Working closely with the Clinical Leads, Managers and external agencies to ensure that all vacant shifts on the medical rotas are staffed, ensuring that any gaps are filled; escalating any outstanding issues to the Clinical Leads and Managers.
Communicate with all staff on rotas to maintain excellent communication links, resolve problems and issues, escalating them to the Managers where appropriate.
Facilitate access to ICT Systems, bleeps, ID badges, car parking and accommodation needs for new locum medical staff starting within the Directorate.
Coordinate any additional medical cover that is required at the weekend in addition to the on call rota.
Support medical teams in making sure that ward cover is not affected by doctor absences and liaising with consultants to amend ward cover to ensure patient safety is not compromised.
Use initiative to solve staffing problems due to short notice absence, without compromising patient safety and medical cover in other areas.
If required, participate in return to work interviews with doctors who have had an episode of sickness and monitor in accordance with Trust Sickness policies.
Assist with the induction of doctors in training into the Trust, participating in induction at the start of each rotation as necessary which will include, presenting information to groups of doctors relating to Trust policies and procedures. Assist with the induction of doctors in training into the Trust, participating in induction at the start of each rotation as necessary which will include, presenting information to groups of doctors relating to Trust policies and procedures.
Special Requirements
There may be requirements to attend meetings outside of normal working hours.
There is a requirement to sit at a desk using a computer for extended periods of time with frequent interruptions.
There is a frequent requirement for prolonged periods of concentration e.g. analysing data and preparing reports.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Job description
Job responsibilities
Create, maintain and distribute medical rotas for medical colleagues within the Directorates.
To provide a timely response to all rota queries, resolving problems using own initiative where possible.
Monitoring and recording annual and study leave entitlements; including any other absence of Medical Staff, making sure that prospective cover has been arranged.
Recording and reporting of sickness absence for medical staff.
Act as the first point of contact for doctors, other medical staff and management, to assist with their enquiries and issues raised, using own initiative and escalating to the appropriate management where necessary.
To ensure that terminations/changes are submitted in a timely manner through ESR manager self service for medical staff.
Working closely with the Clinical Leads, Managers and external agencies to ensure that all vacant shifts on the medical rotas are staffed, ensuring that any gaps are filled; escalating any outstanding issues to the Clinical Leads and Managers.
Communicate with all staff on rotas to maintain excellent communication links, resolve problems and issues, escalating them to the Managers where appropriate.
Facilitate access to ICT Systems, bleeps, ID badges, car parking and accommodation needs for new locum medical staff starting within the Directorate.
Coordinate any additional medical cover that is required at the weekend in addition to the on call rota.
Support medical teams in making sure that ward cover is not affected by doctor absences and liaising with consultants to amend ward cover to ensure patient safety is not compromised.
Use initiative to solve staffing problems due to short notice absence, without compromising patient safety and medical cover in other areas.
If required, participate in return to work interviews with doctors who have had an episode of sickness and monitor in accordance with Trust Sickness policies.
Assist with the induction of doctors in training into the Trust, participating in induction at the start of each rotation as necessary which will include, presenting information to groups of doctors relating to Trust policies and procedures. Assist with the induction of doctors in training into the Trust, participating in induction at the start of each rotation as necessary which will include, presenting information to groups of doctors relating to Trust policies and procedures.
Special Requirements
There may be requirements to attend meetings outside of normal working hours.
There is a requirement to sit at a desk using a computer for extended periods of time with frequent interruptions.
There is a frequent requirement for prolonged periods of concentration e.g. analysing data and preparing reports.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Person Specification
Experience and Knowledge
Essential
- Experience of managing rotas and resolving rota issues
- Experience of rota designing
- Proven ability of working in a team environment and delivering team objectives
- Experience of working under pressure to tight deadlines whilst prioritising workload
- Ability to manage own workload
- Excellent Microsoft Office skills, in particular experience of MS excel
- In depth knowledge of Medical and Dental terms and conditions of service
- Understanding of Monitoring process for doctors in training
Desirable
- Experience of management of other members of staff, including day to day delegation of work
- Wide experience in a Medical Staffing department
- Experience and knowledge of monitoring junior doctors hours
- Knowledge of New Deal and EWTD working time regulations
- Knowledge of rota rebanding process
Qualifications and Professional Training
Essential
- Good standard of education to include GCSE Maths and English, A-C grades or equivalent
- Proficient in the use of computer software systems including Microsoft office
Desirable
- Management qualification
- Certificate in Personnel Practice (or equivalent
Skills and Abilities
Essential
- Ability to work effectively as part of a team
- Excellent interpersonal skills
- Excellent verbal and written communication skills
- Ability to communicate with all levels of staff in the organisation
- Excellent organisation skills, with ability to prioritise and manage own workload
- Resilient and able to resolve difficult situations
- Attention to detail and able to work accurately
- Able to work autonomously and on own initiative
Desirable
- Ability to prioritise and manage workload of others within a team
- Able to analyse and interpret complex information
Personal Qualities
Essential
- Professional attitude
- Flexible working to fully support the service
Other
Essential
- Commitment to Equality and Valuing Diversity Principles
- Understanding of Confidentiality and Data Protection
Trust Values
Essential
- Effective Open Communication
- Excellence and safety in all that we do
- Challenge but support
- Expect respect and dignity
- Local healthcare that inspires confidence
Person Specification
Experience and Knowledge
Essential
- Experience of managing rotas and resolving rota issues
- Experience of rota designing
- Proven ability of working in a team environment and delivering team objectives
- Experience of working under pressure to tight deadlines whilst prioritising workload
- Ability to manage own workload
- Excellent Microsoft Office skills, in particular experience of MS excel
- In depth knowledge of Medical and Dental terms and conditions of service
- Understanding of Monitoring process for doctors in training
Desirable
- Experience of management of other members of staff, including day to day delegation of work
- Wide experience in a Medical Staffing department
- Experience and knowledge of monitoring junior doctors hours
- Knowledge of New Deal and EWTD working time regulations
- Knowledge of rota rebanding process
Qualifications and Professional Training
Essential
- Good standard of education to include GCSE Maths and English, A-C grades or equivalent
- Proficient in the use of computer software systems including Microsoft office
Desirable
- Management qualification
- Certificate in Personnel Practice (or equivalent
Skills and Abilities
Essential
- Ability to work effectively as part of a team
- Excellent interpersonal skills
- Excellent verbal and written communication skills
- Ability to communicate with all levels of staff in the organisation
- Excellent organisation skills, with ability to prioritise and manage own workload
- Resilient and able to resolve difficult situations
- Attention to detail and able to work accurately
- Able to work autonomously and on own initiative
Desirable
- Ability to prioritise and manage workload of others within a team
- Able to analyse and interpret complex information
Personal Qualities
Essential
- Professional attitude
- Flexible working to fully support the service
Other
Essential
- Commitment to Equality and Valuing Diversity Principles
- Understanding of Confidentiality and Data Protection
Trust Values
Essential
- Effective Open Communication
- Excellence and safety in all that we do
- Challenge but support
- Expect respect and dignity
- Local healthcare that inspires confidence
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).
