Job summary
The post-holder will administratively support the Division in providing a high standard of medical cover/care with regard to all issues affecting medical staff cover and is responsible for initiating the necessary action in order to maintain service requirements.
You will be working in a busy environment with rapidly changing demands. You will need to manage your own priorities to meet the demands of the service.
Excellent communication skills are required at all levels, as is the ability to maintain attention to detail whilst working under pressure.
You will have knowledge of NHS Doctor's rota issues, including National initiatives and European Working Time Directive. Knowledge of Microsoft Office, in particular Excel, is essential. Experience of working in the NHS and with electronic rostering systems is desirable
Candidates will be asked to present original qualification certificates at interview stage.
Please note this vacancy may close earlier than the specified closing date if a high volume of suitable applications are received.
Main duties of the job
This post involves working with junior doctors and senior colleagues and is instrumental in the creation, implementation and management of junior doctor rotas. It also oversees the procurement of locum cover where vacancies occur; ensuring that at all times the most cost effective option is achieved.
You will be working within the medicine division. You will be working in a busy environment with rapidly changing demands.
The Medical Staff Co-ordinator will be responsible for achieving a high standard of medical cover by the efficient deployment/maximisation of medical staff resources within the Division, by the concise allocation of duties for junior and middle grade doctors.
The post-holder is responsible for keeping accurate financial and attendance records and is expected to contribute to workforce planning.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
Job description
Job responsibilities
Planning and Organisational Duties
- Ensure as far as practicable, appropriate medical cover to all aspects of the Divisions services at all times.
- To have an understanding of substantive medical staff posts within the Division and the Divisions service needs.
- To have an understanding of the European Working Time Directive (EWTD).
- To help update policies/procedures for annual and study leave based upon service needs, and procedures for sickness reporting. Ensure that all medical staff within the Division is aware of these policies/procedures.
- Co-ordinate and approve annual/ study leave/ leave of absence for all medical staff in the Division.
- Input all leave of absence of medical staff on database, ensuring accurate records are maintained.
- Liaise with the Training Department regarding medical staffs study leave requests.
- To support the monitoring/compliance of all medical staff sickness absences within the Division
- Ensure the Educational Supervisors are notified of any sick leave for junior and middle grade doctors to enable them to have their Return to Work interviews.
- Prepare detailed medical staff cover plans for ward areas.
- Allocate concise duties to medical staff, taking into account any specific training needs of the doctors in post, and the complexities of EWTD.
- Identify service gaps and plan/initiate the acquisition of any locum doctors required in a timely fashion in order to meet service needs.
- Compile/produce duty rotas for all levels of medical staff ensuring adequate levels are maintained. Distribute duty rotas in timely manner to facilitate service requirements.
- Provide cross cover and support to the other Medical Staff Co ordinators
Responsibility for Finance
- Take into account the financial impact on the Division when initiating the acquisition of locums.
- Verify extra duty payment claims are correct before being passed for authorisation/payment.
Responsibility for Information Resources
- Maintain accurate record of locum usage with necessary audit trail.
- Maintain accurate records of extra duty payments for doctors.
- Maintain records of attendance, annual leave, study leave, professional leave, and special leave.
- Record and report sick leave to Educational Supervisors & Payroll Department.
- Maintain records showing compliance of EWTD for audit purposes
Responsibility for Human Resources
- Initiate recruitment for vacant posts to maintain medical staff establishment and avoid service gaps
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Patients / Service Users
- Ensure adequate medical staff cover is provided for all relevant areas, including wards, outpatient and theatre sessions.
Personal Responsibilities
- Act as a role model
- To maintain own current awareness of NHS issues, local and national health policy.
- To undertake and participate in Trust-wide and Divisional initiatives
- To identify own training and development needs and undertake appropriate training/education as required.
- To work in accordance with the corporate objectives.
- To maintain confidentiality at all times in accordance with the NHS and professional codes
Job description
Job responsibilities
Planning and Organisational Duties
- Ensure as far as practicable, appropriate medical cover to all aspects of the Divisions services at all times.
- To have an understanding of substantive medical staff posts within the Division and the Divisions service needs.
- To have an understanding of the European Working Time Directive (EWTD).
- To help update policies/procedures for annual and study leave based upon service needs, and procedures for sickness reporting. Ensure that all medical staff within the Division is aware of these policies/procedures.
- Co-ordinate and approve annual/ study leave/ leave of absence for all medical staff in the Division.
- Input all leave of absence of medical staff on database, ensuring accurate records are maintained.
- Liaise with the Training Department regarding medical staffs study leave requests.
- To support the monitoring/compliance of all medical staff sickness absences within the Division
- Ensure the Educational Supervisors are notified of any sick leave for junior and middle grade doctors to enable them to have their Return to Work interviews.
- Prepare detailed medical staff cover plans for ward areas.
- Allocate concise duties to medical staff, taking into account any specific training needs of the doctors in post, and the complexities of EWTD.
- Identify service gaps and plan/initiate the acquisition of any locum doctors required in a timely fashion in order to meet service needs.
- Compile/produce duty rotas for all levels of medical staff ensuring adequate levels are maintained. Distribute duty rotas in timely manner to facilitate service requirements.
- Provide cross cover and support to the other Medical Staff Co ordinators
Responsibility for Finance
- Take into account the financial impact on the Division when initiating the acquisition of locums.
- Verify extra duty payment claims are correct before being passed for authorisation/payment.
Responsibility for Information Resources
- Maintain accurate record of locum usage with necessary audit trail.
- Maintain accurate records of extra duty payments for doctors.
- Maintain records of attendance, annual leave, study leave, professional leave, and special leave.
- Record and report sick leave to Educational Supervisors & Payroll Department.
- Maintain records showing compliance of EWTD for audit purposes
Responsibility for Human Resources
- Initiate recruitment for vacant posts to maintain medical staff establishment and avoid service gaps
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Patients / Service Users
- Ensure adequate medical staff cover is provided for all relevant areas, including wards, outpatient and theatre sessions.
Personal Responsibilities
- Act as a role model
- To maintain own current awareness of NHS issues, local and national health policy.
- To undertake and participate in Trust-wide and Divisional initiatives
- To identify own training and development needs and undertake appropriate training/education as required.
- To work in accordance with the corporate objectives.
- To maintain confidentiality at all times in accordance with the NHS and professional codes
Person Specification
Qualifications
Essential
- GCSE Level or equivalent in English
- Proven competence in MS Word/Excel/Outlook with excellent typing/keyboard skills
Experience
Essential
- Experience of working in NHS
- Experience in working in a busy environment
- Awareness and understanding of NHS issues
- Experience in working in a multidisciplinary environment
- Administrative background
Skills
Essential
- Liaise with Medical Staff and Management
- Problem solving
- Propose and deliver necessary changes in processes and procedures
- Produce reports
- Excellent communidation skills
- Excellent time management skills
- Ability to plan, organise and prioritise capability/capacity to respond to deadlinesas well as constantly changing situation
Additional
Essential
- There is a need for positive/flexible attitude regarding the workload management
- Working outside normal hours may be required
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Knowledge
Essential
- Developed computer and IT skills
Person Specification
Qualifications
Essential
- GCSE Level or equivalent in English
- Proven competence in MS Word/Excel/Outlook with excellent typing/keyboard skills
Experience
Essential
- Experience of working in NHS
- Experience in working in a busy environment
- Awareness and understanding of NHS issues
- Experience in working in a multidisciplinary environment
- Administrative background
Skills
Essential
- Liaise with Medical Staff and Management
- Problem solving
- Propose and deliver necessary changes in processes and procedures
- Produce reports
- Excellent communidation skills
- Excellent time management skills
- Ability to plan, organise and prioritise capability/capacity to respond to deadlinesas well as constantly changing situation
Additional
Essential
- There is a need for positive/flexible attitude regarding the workload management
- Working outside normal hours may be required
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Knowledge
Essential
- Developed computer and IT skills
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).
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Royal Albert Edward Infirmary
Wigan Lane
Wigan
WN1 2NN
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
