Rota Coordinator (XN04)

Leeds Teaching Hospitals

The closing date is 14 May 2025

Job summary

This role demands a meticulous and resilient Rota Coordinator to expertly manage resident doctor rotas and schedules within the Speciality & Integrated Medicine CSU. This involves close collaboration with the Lead Clinician, resident doctors, medical deployment, and the CSU management team to maintain effective rotas through robust administrative protocols and procedures, ensuring alignment with service needs.

The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organisational and communication skills, proficiency in Excel and Healthroster, and the ability to prioritise and resolve issues efficiently.

They will build strong relationships across the CSU, leveraging negotiation and influencing skills while managing a demanding workload under pressure. This is an excellent opportunity for an experienced individual seeking a dynamic role where they can contribute significantly to the smooth operation of medical staffing.

This is a challenging role and the successful applicant will need to demonstrate the ability and flexibility to manage conflicting priorities.

This is an exciting opportunity for a flexible, highly effective and experienced individual to join the team as a rota coordinator providing a service across Speciality and Integrated Medicine CSU.

Expected Shortlisting Date

14/05/2025

Planned Interview Date

21/05/2025

Main duties of the job

The job holder has the responsibility alongside the Senior Rota Coordinator for the administration of all on-call rotas within SIM for the Resident Doctor's

The job holder will work without supervision and will be expected to take independent decisions relating to the booking of locums within the agreed locum budget for medical staffing.

The job holder will be responsible for the approval of Resident Doctors annual leave, study leave, and sickness leave and will maintain an effective database to monitor leave and absence in line with Trust Policy and local guidelines.

The job holder will provide the focal point of communication for all medical staff, both within the CSU and with external bodies using judgment to facilitate a successful outcome for all.

The job holder will ensure that all Resident Doctors within the CSU complete induction and competency-based assessment through agreed processes with the speciality teams.

Any other duties at a comparable level as and when required.

About us

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values.

Additionally, the following are core values which relate specifically to this post:

Commitment to delivering high quality evidence-based care.

Commitment to working in a multi-disciplinary team.

Commitment to the clinical area, valuing the contribution of all team members, encouraging a positive and creative working environment.

Commitment to own development and the development of junior staff

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted

23 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-25-0050

Job locations

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Job description

Job responsibilities

JOB PURPOSE

The post holder will be accountable for the provision of a comprehensive Resident Doctor Rota Planning. The post holder must be able to communicate sensitively and effectively with a wide range of people, medical staff and colleagues internal and external to the Trust. The post holder will be required to cover for colleagues during absence and work flexible hours when necessary. The post holder will support and manage processes to sustain the Resident Doctor rotas through administrative protocols, processes, and procedures in line with service requirements.

JOB DIMENSIONS

The post holder has the responsibility for the administration of all on-call rotas within Speciality and Integrated Medicine CSU.

Thepost holder will be responsible for the approval of resident doctors annual leave, sickness leave, study leave and will maintain an effective database to monitor leave and absence in line with Trust Policy and local guidelines.

The post holder will manage the appointment of short and medium term external locums to provide cover where required, often at short notice within agreed guidelines. To ensure that all avenues are exhausted prior to locum staff being organised to reduce unnecessary expenditure.

The post holder will provide a robust comprehensive system for local induction of all Resident Doctors.

The job holder will demonstrate excellent organisational and communication skills, proficiency in Excel and Healthroster and the ability to prioritise and resolve issues efficiently.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Please refer to person specification

THE LEEDS WAY VALUES

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

CORE BEHAVIOURS AND SKILLS

Excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines

Highly developed interpersonal skills with the ability to communicate clearly and effectively at all levels, i.e. patients, colleagues and health professionals, within the Trust and externally

Must be tactful and diplomatic

Interpretation and analysis of reports, databases and spreadsheet information

Proactive approach to working

Commitment to ensuring work is completed and targets met within the timescales dictated by the NHS and Trust protocols

Supportive and helpful to patients and Trust employees at all levels

Compassionate and understanding with the ability to demonstrate integrity and respect confidentiality

Ability to adapt to new working practices and processes

Effective communication skills, verbal and written, at all levels

Ability to work within local, Trust and NHS processes and protocols

Seeks to develop and improve services

Demonstrate a commitment to Team working both internally and externally

Enthusiastic

Calm disposition

Flexibility in work and workload

Prioritisation skills

Assertive/confident

Use of initiative

Time management

Ability to work accurately under pressure

CORE KNOWLEDGE AND UNDERSTANDING

Knowledge through training of compliance of Resident Doctor's Rules

An understanding of Trust and National standards/targets applicable to their service area

Understanding of medical terminology applicable to the service area

Well developed knowledge and experience of operating and utilising information systems, software applications and office equipment

Aware of the Data Protection Act

Have achieved a good standard of general education with qualifications and experience pertinent to the role

Arranging meetings

General office practice

Understanding of the department

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Provide a full range of highly experienced administrative in relation to junior doctor rotas.

Responsible for making decisions on processes relating to the deployment of junior doctors and the management of the junior doctor rotas

Manage and maintain Trust Intranet pages with detailed information Specialty and Integrated Medicine CSU wards and outlier arrangements to ensure Trust staff have access to relevant documentation and information on medical cover

Responsible for facilitating the successful resolution to issues received relating to medical cover on Specialty and Integrated Medicine CSU and outlying wards

Creating and maintaining appropriate record systems for the maintenance of rotas. Arrange rota swaps as required to ensure gaps in rotas are filled from existing staff wherever possible.

Using a range of IT skills to support the Junior Doctor Rota Planning, e.g. maintenance of databases and development of spreadsheets, inputting and reporting from these on a regular basis and preparation of PowerPoint presentations.

Local Induction - ensuring all Resident Doctor's attend and provide them with IT logins, ID badges and Swipe cards.

Assist the Service Manager by providing essential cover in the absence of the Senior Rota Coordinator taking responsibility for the provision of vital administrative support to the medical teams.

Liaising with Resident doctors, Consultants, Medical Deployment and Trust Managers as and when required.

Respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up action

Work as part of the administration team and, when necessary, provide inter-departmental cover when required

Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the Directorate, the Leeds Teaching Hospitals Trust and the NHS

The post-holder may be expected to deputise in a supervisory capacity as and when required

COMMUNICATION & WORKING RELATIONSHIPS

The postholder is required to maintain effective communication links with the staff working within all service areas of the CSU. Provide and receive routine information arranging internal and external meetings.

The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals and institutions which the post holder comes into contact with. Typically, these will include internal networks associated with the specialty area as well as other external contacts as appropriate. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times.

SPECIAL WORKING CONDITIONS

i) PHYSICAL EFFORT:

The role requires a person able to work under pressure to meet deadlines and work quickly and accurately.

ii) MENTAL EFFORT:

Various degrees of concentration are required on a daily basis in many areas of the role.

Updating of the Specialty & Integrated Medicine CSU website (prolonged)

Taking instruction on specific matters (frequent)

General rota duties (frequent and prolonged)

On a daily basis deal with phone enquiries from staff, resident doctors, consultants,

Preparation of reports (frequent)

iii) EMOTIONAL EFFORT:

The pressure of meeting deadlines and interpreting medical terminology frequently causes anxiety.

iv) WORKING CONDITIONS:

The post holder has to deal with a variety of personnel and visitors through the department. The office is the direct enquiry line for the CSU Business and Service Managers and the post holder does occasionally have to deal with various queries.