Job summary
The Junior Doctor Rota assistant role sits within the Adult Medicine division. Responsibilities involve but not limited to; supporting the rota manager for the maintenance and generation of rota's, handling extra duty claim forms and recording and updating leave records.
They will be able to work as part of the team in developing processes within the department to meet the demands of a growing service. Acting as a point of contact for the junior doctors, and will build strong relationships with the rota manager as well as the junior doctors within the division. They will participate in team and divisional meetings as required, and deputise for Line Manager during periods of annual leave.
Main duties of the job
Working alongside the rota managers, the post holder will provide general administrative support relating to junior doctors rotas, including extra duty claim form handling, sending group emails to obtain information, or to find cover for shifts and liaising with internal teams i.e. Medical Education, Medical Staffing, Payroll and Employee Relations.
They will be responsible for providing day to day general rota management, including recording annual leave, sick leave and updating study days for Consultants and Junior Doctors on HealthRoster.
They will also provide assistance in finding cover where there is a rota vacancy.
About us
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. Due to the government regulations for mandatory vaccinations for COVID-19 for NHS employees, it has been necessary to take significant steps to protect the health and safety of our staff and our patients. In order to comply with our duty of care, we require all of our staff to be fully vaccinated against COVID-19. Your vaccination status will be a condition of your employment and evidence of vaccination will be obtained during the recruitment process, unless you are medically exempt.
Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Job description
Job responsibilities
- Provide support for Junior doctor rota managers within the MCEC division
- Respond to telephone queries, providing non-clinical information as appropriate and ensuring any messages are communicated promptly and accurately.
- Ensure all paper and electronic information is up to date and filed appropriately to maintain the validity and accuracy of data
- Prioritise and deal with incoming correspondence including e-mails as appropriate, identifying and escalating any potential issues.
- Act as a first line of reference for problems.
- Liaise with the Rota Managers and wider divisional management team, in order to resolve queries
- Report any accidents / incidents of concern and complete all documentation clearly and accurately
- Act as cover for other staff during period of sickness, annual leave and other leave, providing administrative support.
- Responsible for ensuring an adequate supply of stationary, documentation, request forms and
- Book locums to cover shifts as requested, liaising with agencies and workers as appropriate.
- Update the Health Roster system daily with any junior doctor and/or Consultant absences, including annual leave, study leave and sick leave.
- Ensure rotas are updated daily on the Trusts Online Information platform (ADAGIO)
- Prepare weekly and weekend rotas and covering the rota manager when required.
- Attend junior doctor induction sessions.
- Support the Rota Managers in forward planning setting up Allocate rotas, and creating excel rotas in advance
- Support the Rota Managers with the maintenance and upkeep of the divisions expenditure database.
- Process extra duty claim forms to Payroll, ensuring appropriate and timely sign off.
- Facilitate and support new Post-Graduate Doctor starters to carry out their role, ensuring they have the relevant information and accesses.
- Work as part of the team in developing processes within the department to meet the demands of a growing service.
- Participate in team and divisional meetings as required
- Deputise for Line Manager during periods of annual leave
Job description
Job responsibilities
- Provide support for Junior doctor rota managers within the MCEC division
- Respond to telephone queries, providing non-clinical information as appropriate and ensuring any messages are communicated promptly and accurately.
- Ensure all paper and electronic information is up to date and filed appropriately to maintain the validity and accuracy of data
- Prioritise and deal with incoming correspondence including e-mails as appropriate, identifying and escalating any potential issues.
- Act as a first line of reference for problems.
- Liaise with the Rota Managers and wider divisional management team, in order to resolve queries
- Report any accidents / incidents of concern and complete all documentation clearly and accurately
- Act as cover for other staff during period of sickness, annual leave and other leave, providing administrative support.
- Responsible for ensuring an adequate supply of stationary, documentation, request forms and
- Book locums to cover shifts as requested, liaising with agencies and workers as appropriate.
- Update the Health Roster system daily with any junior doctor and/or Consultant absences, including annual leave, study leave and sick leave.
- Ensure rotas are updated daily on the Trusts Online Information platform (ADAGIO)
- Prepare weekly and weekend rotas and covering the rota manager when required.
- Attend junior doctor induction sessions.
- Support the Rota Managers in forward planning setting up Allocate rotas, and creating excel rotas in advance
- Support the Rota Managers with the maintenance and upkeep of the divisions expenditure database.
- Process extra duty claim forms to Payroll, ensuring appropriate and timely sign off.
- Facilitate and support new Post-Graduate Doctor starters to carry out their role, ensuring they have the relevant information and accesses.
- Work as part of the team in developing processes within the department to meet the demands of a growing service.
- Participate in team and divisional meetings as required
- Deputise for Line Manager during periods of annual leave
Person Specification
Education and Training
Essential
- NVQ Level 3, or equivalent experience
- GCSE standard of general education including English and Maths
Knowledge and Skills
Essential
- Excellent communication skills both written and verbal
- Able to work independently and as part of a team.
- Able to use initiative
- Excellent standard of literacy and numeracy
- Good working knowledge of office routine/procedures and systems
- Excellent computer skills
- Good inter-personal skills
- Ability to work under pressure
- Able to prioritise and organise own workload
- Good organisational skills
- Negotiation and persuasion skills
Desirable
- Previous knowledge of NHS systems
Experience
Essential
- Previous experience of working within a customer focused environment
- Experience of managing a busy administrative workload, with conflicting priorities
Desirable
- Experience or training in NHS, hospital or GP surgery.
- Previous experience within a comparable role
Personal Attributes
Essential
- Calm under pressure.
- Flexible approach.
Person Specification
Education and Training
Essential
- NVQ Level 3, or equivalent experience
- GCSE standard of general education including English and Maths
Knowledge and Skills
Essential
- Excellent communication skills both written and verbal
- Able to work independently and as part of a team.
- Able to use initiative
- Excellent standard of literacy and numeracy
- Good working knowledge of office routine/procedures and systems
- Excellent computer skills
- Good inter-personal skills
- Ability to work under pressure
- Able to prioritise and organise own workload
- Good organisational skills
- Negotiation and persuasion skills
Desirable
- Previous knowledge of NHS systems
Experience
Essential
- Previous experience of working within a customer focused environment
- Experience of managing a busy administrative workload, with conflicting priorities
Desirable
- Experience or training in NHS, hospital or GP surgery.
- Previous experience within a comparable role
Personal Attributes
Essential
- Calm under pressure.
- Flexible approach.
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.
