Job summary
An exciting opportunity has arisen to join our Plastic Surgery team at the Queen Victoria Hospital as a Rota Coordinator .
The successful applicant will work alongside out Rota Manager, as part of our wider plastic surgery team. They will be expected to deputise for the rota manager in their absence.
A competent and highly motivated individual is required to provide a high quality rota to our medical staff. The successful applicant will assist in the day-to-day management of our weekly medical rota and our on call rotas.Possession of strong IT skills, with great attention to detail and accuracy is essential for this role. Additionally, excellent communication skills will assist the post-holder in maintaining regular contact with junior and senior medical staff, as well as our administration and management teamExperience in managing and supporting medical rotas is desirable for this position, though not essential.
Main duties of the job
- Assist in the day to day operational management of medical staffing rotas.
- Identifying and resolving rota issues in a timely manner, whilst meeting the needs of the department.
- Ensuring staffing issues are communicated accurately, notifying relevant parties of potential problems whilst working towards resolving them.
- Assist in the day to day operational management of the rotas. Ensuring rotas are managed accurately and in accordance with WTD and the applicable Terms and Conditions of service, ensuring safe staffing levels at all times.
- To assist in the management of sickness absence reporting and monitoring, annual leave and study leave processes for medical staff ensuring compliance with our Standard Operating Processes and that minimum staffing levels are not compromised.
- Liaise with clinical and non-clinical managers to produce and publish rotas in accordance with standard operating procedures. Where rota amendments are required, agree these with the rota manager and ensure all relevant staff are advised.
- Support the Medical Recruitment team in relation to the recruitment and induction of junior medical staff as required.
- Working in partnership with managers, clinicians and administrative staff to deliver key targets and ensure a safe, effective and efficient service is maintained.
About us
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
A centre of excellence, with an international reputation for pioneering advanced techniques and treatments. Everything we do is informed by our passion for providing the highest quality care and the best clinical outcomes.
At QVH we are proud of our achievements and our specialist services continue to record excellent clinical outcomes for patients. We regularly receive excellent results from patient satisfaction surveys and on average 98% of inpatients say they would recommend the hospital to their family or friends.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Job description
Job responsibilities
Job Summary:
- The post holder will be responsible for the production of compliant rotas for the Plastic surgery Department. Ensuring the smooth running of all aspects of the clinical rota system.
- Responsible for ensuring all service commitments (theatres and clinics) are fully staffed for each firm.
- Responsible for covering staffing issues due to rota gaps or sickness.
- Responsible for advising the plastics team/hospital of any changes/alterations to the rota on an ad hoc or permanent basis in a timely manner.Main Working Relationships
- Internal
- Rota Manager
- Consultants
- Registrars
- CT/JCF
- Service Co-ordinators
- Service Manager
- Plastics secretaries
- Theatre Staff
- Nursing Staff
- Outpatients Staff
- Medical Workforce
- Medical Education
- 2 External
- Spoke Site Service Co-ordinators
Management of rotas
- Responsible for the production of rotas, at least 8 weeks in advance, whilst maintaining the accuracy of several weeks of rolling rosters in regards to any changes/updates etc.
- Ensure total familiarity with all rota systems for all medical staffing within the Plastics Department, including regular and incidental variations.
- Responsible for assigning the correct level of staff to the Plastics Department commitments.
- Responsible for pulling reports from the leave system and recording information correctly on rotas, at the same time, checking that consultants clinics have been cancelled to ensure patients do not attend unnecessarily. Identify where we have staff available to run extra theatres/clinics, liaising with the appropriate manager.
- Use innovative approaches to ensure the rotas are fully covered. Whenever possible, without the need for bank or locum shifts should sickness/emergency leave occur.
- Ensuring the Junior clinical team are placed correctly into the rota for best training opportunities to enhance their career progression.
- Be responsible for allocating doctors to the rota in line with their working hours as per the Junior Doctors Contract.
- Have a knowledge of the UK Working Time Directive to issue compliant rotas.
- Ensuring that doctors have opted out of the UK Working Time directive.
- To be one of the first point of contacts for all clinical staff issues including on-call problems. Resolve or escalate, as appropriate.
- Troubleshoot and resolve daily rota issues.
- Deputise for the Rota Manager when they are on leave/absent from the office.
- Responsible for ad hoc inductions when the Rota Manager is not present.
- Assist the Rota Manager to update master templates. Update current live rotas in a timely fashion with any master template changes, to ensure smooth running of the department.
- Be responsible for arranging bleeps for new cohort of CTs.
- Ensure that all registrar and SHO swaps are recorded on their relevant on-call rotas to ensure precise building of weekly rotas.
- Responsible for the production of the CT on-call rota.
- Responsible for making first contact with new CT/JCF cohorts and ascertaining any leave requests so that they maybe placed appropriately on their on-call rota. Sending the rota to them in a timely fashion.
- Responsible for contacting leavers should they wish to be placed on the bank and checking with the Workforce Services Team that all staff have opted out of the UK Working Time Directive for overtime.
- Ensure that the Firms list is updated every two months and dissemination across the
- Maintain confidential records of all doctors contacts for e-mail and mobile numbers.
- Responsible for recording any new doctor appointments or ad hoc information in the rota diary, if Health Roster is yet to be updated with the new starter details.
Communication
- Possess excellent working relationships with Medical Secretaries, Service Co-ordinators and Service
- Constantly liaising with the Clinical team regarding sensitive and confidential details.
- Have excellent communication skills with staff of all levels.
- Able to receive and disseminate complex rota information to the Plastics Department.
Personal and Professional Development
- Participate in the Trusts annual appraisal system designed to identify objectives and personal development opportunities.
- Participate in the Trusts annual pay progression review (if applicable).
- Ensure that all mandatory training is up to date.
- The post holder will be responsible for continually maintaining their working knowledge of local practices, policies and procedures and highlight ongoing training and development needs to their manager.
Job description
Job responsibilities
Job Summary:
- The post holder will be responsible for the production of compliant rotas for the Plastic surgery Department. Ensuring the smooth running of all aspects of the clinical rota system.
- Responsible for ensuring all service commitments (theatres and clinics) are fully staffed for each firm.
- Responsible for covering staffing issues due to rota gaps or sickness.
- Responsible for advising the plastics team/hospital of any changes/alterations to the rota on an ad hoc or permanent basis in a timely manner.Main Working Relationships
- Internal
- Rota Manager
- Consultants
- Registrars
- CT/JCF
- Service Co-ordinators
- Service Manager
- Plastics secretaries
- Theatre Staff
- Nursing Staff
- Outpatients Staff
- Medical Workforce
- Medical Education
- 2 External
- Spoke Site Service Co-ordinators
Management of rotas
- Responsible for the production of rotas, at least 8 weeks in advance, whilst maintaining the accuracy of several weeks of rolling rosters in regards to any changes/updates etc.
- Ensure total familiarity with all rota systems for all medical staffing within the Plastics Department, including regular and incidental variations.
- Responsible for assigning the correct level of staff to the Plastics Department commitments.
- Responsible for pulling reports from the leave system and recording information correctly on rotas, at the same time, checking that consultants clinics have been cancelled to ensure patients do not attend unnecessarily. Identify where we have staff available to run extra theatres/clinics, liaising with the appropriate manager.
- Use innovative approaches to ensure the rotas are fully covered. Whenever possible, without the need for bank or locum shifts should sickness/emergency leave occur.
- Ensuring the Junior clinical team are placed correctly into the rota for best training opportunities to enhance their career progression.
- Be responsible for allocating doctors to the rota in line with their working hours as per the Junior Doctors Contract.
- Have a knowledge of the UK Working Time Directive to issue compliant rotas.
- Ensuring that doctors have opted out of the UK Working Time directive.
- To be one of the first point of contacts for all clinical staff issues including on-call problems. Resolve or escalate, as appropriate.
- Troubleshoot and resolve daily rota issues.
- Deputise for the Rota Manager when they are on leave/absent from the office.
- Responsible for ad hoc inductions when the Rota Manager is not present.
- Assist the Rota Manager to update master templates. Update current live rotas in a timely fashion with any master template changes, to ensure smooth running of the department.
- Be responsible for arranging bleeps for new cohort of CTs.
- Ensure that all registrar and SHO swaps are recorded on their relevant on-call rotas to ensure precise building of weekly rotas.
- Responsible for the production of the CT on-call rota.
- Responsible for making first contact with new CT/JCF cohorts and ascertaining any leave requests so that they maybe placed appropriately on their on-call rota. Sending the rota to them in a timely fashion.
- Responsible for contacting leavers should they wish to be placed on the bank and checking with the Workforce Services Team that all staff have opted out of the UK Working Time Directive for overtime.
- Ensure that the Firms list is updated every two months and dissemination across the
- Maintain confidential records of all doctors contacts for e-mail and mobile numbers.
- Responsible for recording any new doctor appointments or ad hoc information in the rota diary, if Health Roster is yet to be updated with the new starter details.
Communication
- Possess excellent working relationships with Medical Secretaries, Service Co-ordinators and Service
- Constantly liaising with the Clinical team regarding sensitive and confidential details.
- Have excellent communication skills with staff of all levels.
- Able to receive and disseminate complex rota information to the Plastics Department.
Personal and Professional Development
- Participate in the Trusts annual appraisal system designed to identify objectives and personal development opportunities.
- Participate in the Trusts annual pay progression review (if applicable).
- Ensure that all mandatory training is up to date.
- The post holder will be responsible for continually maintaining their working knowledge of local practices, policies and procedures and highlight ongoing training and development needs to their manager.
Person Specification
Qualifications
Essential
- NVQ/Diploma Level 3 in a relevant subject or able to demonstrate knowledge within this field through practical experience
Experience
Essential
- Experience in administrative roles
- Experience of specialised IT systems
- Experience of Excel
Desirable
- NHS experience
- E-rostering/other rota databases
Person Specification
Qualifications
Essential
- NVQ/Diploma Level 3 in a relevant subject or able to demonstrate knowledge within this field through practical experience
Experience
Essential
- Experience in administrative roles
- Experience of specialised IT systems
- Experience of Excel
Desirable
- NHS experience
- E-rostering/other rota databases
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).
