Job summary
***PREVIOUS APPLICANTS NEED NOT APPLY***
The Great Western Hospital are recruiting for a Rota Coordinator on a permanent contract to support with the Medical Rotas within the Medicine Division and the Emergency Department. The main duty of this role would be to manage the day to day management of identifying and reporting on any gaps to both clinical and non-clinical managers to support with recruitment and temporary Medical staffing. You will be required to have a flexible approach to ensure that the rota's are covered across the hospital on a daily basis but also build robust working relationships with medical and MDT staff. The successful candidate would be someone that has had a strong background in building strong relationships, working in a busy environment and have strong knowledge of working with databases, spreadsheets and Microsoft Office.
Main duties of the job
This post is responsible for the operational and day-to-day management of medical rotas within the Medicine Division, ensuring that safe staff levels are maintained at all times. This will include the maintenance and administration of systems for the management of rotas and coordination of annual/study/sick/sabbatical leave. This will require excellent planning and organisational skills to ensure that future rotas and people plans are implemented and communicated.
The post holder will need to ensure a flexible approach to work is maintained in order to ensure that adequate cover is secure on the rotas each day. The ability to respond to unplanned urgent changes to the rota is a key requirement, alongside the ability to foster excellent working relationships with all levels of Medical and other MDT staff.
The role is a busy, varied and challenging one and the successful candidate will have excellent communication skills with the ability to communicate to a non-technical audience, be a good team player, and be able to work on own initiative.
About us
"Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives."
Job description
Job responsibilities
1. Day to day operational management of medical staffing rotas within the Medicine Division, identifying and reporting any gaps to both clinical and non-clinical managers to assist with the timely recruitment of permanent and temporary medical staff.2. Ensuring staffing issues are communicated appropriately, notifying managers of potential problems and ensuring the requirement for contingency planning is escalated in a timely manner.3. Responsible for ensuring that medical rotas adhere to both EWTD and the applicable Terms andConditions of service, ensuring safe staffing levels at all times.4. Actively seek the reduction of medical agency costs by ensuring adherence to Trust Policy aroundlocum booking, and identifying different methods of securing cover across rotas within the division.5. To implement and manage robust sickness absence reporting and monitoring, and annual leave andstudy leave processes for medical and dental staff ensuring compliance with Trust Policy and standard operating processes.6. Liaise with clinical and non-clinical managers to plan, produce, and publish both work schedules rotas on the HealthRoster system. Where amendments are required, collating and agreeing these andensuring all relevant staff are advised.7. Work with the Workforce Intelligence team to undertake basic template, service, and demand changes in the HealthRoster system.8. Where locum cover is required, coordinate the locum booking process ensuring that identified agencies are contacted in a timely manner and in line with Trust Policy.
Full duties can be found on the attached JD.
Job description
Job responsibilities
1. Day to day operational management of medical staffing rotas within the Medicine Division, identifying and reporting any gaps to both clinical and non-clinical managers to assist with the timely recruitment of permanent and temporary medical staff.2. Ensuring staffing issues are communicated appropriately, notifying managers of potential problems and ensuring the requirement for contingency planning is escalated in a timely manner.3. Responsible for ensuring that medical rotas adhere to both EWTD and the applicable Terms andConditions of service, ensuring safe staffing levels at all times.4. Actively seek the reduction of medical agency costs by ensuring adherence to Trust Policy aroundlocum booking, and identifying different methods of securing cover across rotas within the division.5. To implement and manage robust sickness absence reporting and monitoring, and annual leave andstudy leave processes for medical and dental staff ensuring compliance with Trust Policy and standard operating processes.6. Liaise with clinical and non-clinical managers to plan, produce, and publish both work schedules rotas on the HealthRoster system. Where amendments are required, collating and agreeing these andensuring all relevant staff are advised.7. Work with the Workforce Intelligence team to undertake basic template, service, and demand changes in the HealthRoster system.8. Where locum cover is required, coordinate the locum booking process ensuring that identified agencies are contacted in a timely manner and in line with Trust Policy.
Full duties can be found on the attached JD.
Person Specification
Qualifications
Essential
- GCSE in Maths and English, or equivalent experience
- NVQ3 in Customer Service and Administration or equivalent experience
- General IT proficiency
Desirable
- ECDL / equivalent
- Allocate Certified Administrator
Experience
Essential
- Evidence of establishing work credibility and good working relationships
- Experience of problem solving
- Experience of problem solving
- Regular use of databases, spreadsheets, and email
Desirable
- Experience with rostering/resource planning
- Evidence of managing projects/tasks /responsibilities with minimum guidance from team manager
- Understanding of operational processes
- Knowledge of using Workforce Systems within a Healthcare or related setting
Skills
Essential
- Excellent working knowledge of Microsoft Office, including Word, Excel and PowerPoint.
- Able to exchange confidential, sensitive or contentious information, with an understanding of information security and confidentiality
- Ability to develop & maintain close working relationships between individuals, teams and organisations
- Self-motivating and act on own initiative, and independently
Desirable
- Ability to analyse and interpret data
- Ability to incorporate the views of service users and carers using a range of approaches
Person Specification
Qualifications
Essential
- GCSE in Maths and English, or equivalent experience
- NVQ3 in Customer Service and Administration or equivalent experience
- General IT proficiency
Desirable
- ECDL / equivalent
- Allocate Certified Administrator
Experience
Essential
- Evidence of establishing work credibility and good working relationships
- Experience of problem solving
- Experience of problem solving
- Regular use of databases, spreadsheets, and email
Desirable
- Experience with rostering/resource planning
- Evidence of managing projects/tasks /responsibilities with minimum guidance from team manager
- Understanding of operational processes
- Knowledge of using Workforce Systems within a Healthcare or related setting
Skills
Essential
- Excellent working knowledge of Microsoft Office, including Word, Excel and PowerPoint.
- Able to exchange confidential, sensitive or contentious information, with an understanding of information security and confidentiality
- Ability to develop & maintain close working relationships between individuals, teams and organisations
- Self-motivating and act on own initiative, and independently
Desirable
- Ability to analyse and interpret data
- Ability to incorporate the views of service users and carers using a range of approaches
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).
