Job summary
An exciting opportunity has arisen for a Department Coordinator in the ENT Department at the Freeman Hospital.
The successful postholder will be responsible for maintaining the ENT Department medirota and supporting the admin function to the wider Directorate Team.
- Interview Date: 12 June 2025
- 37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
NO AGENCIES PLEASE
Main duties of the job
The main duties for the role are:
To ensure accurate and timely maintenance of Medirota within the ENT Department
To ensure data collection, analysis, and the preparation and presentation of reports which will be used nationally, regionally and locally
To ensure effective record-keeping within ESR for the medical team
This is a suitable post for an experienced person with an extensive knowledge of databases, statistical and analytical skills to ensure accurate interpretation and analysis of data.
The post holder will demonstrate excellent communication and IT skills
This is a suitable post for an experienced person with an extensive knowledge of databases, statistical and analytical skills to ensure accurate interpretation and analysis of data. The post holder will be based in Newcastle.
The post holder will demonstrate excellent communication and IT skills.
About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
o Freeman Hospitalo Royal Victoria Infirmary (RVI)o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)o Newcastle Dental Hospitalo Newcastle Fertility Centreo Northern Centre for Cancer Care, North Cumbriao Northern Genetics Serviceo Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- To deliver effective, accurate and timely management of the departments medical rota management system, Medirota
- To oversee key areas of rostering and reports and monitor attendance management, facilitate rota design / creation, doctors changeover, induction for medical staff etc
- To provide administrative support to other tiers of medical staff within the department, including input of leave into ESR and monitoring of essential training
- To take minutes at departmental meetings e.g. clinical governance and consultant meetings
- To provide wider Directorate administrative support as and when required to cross cover leave/sickness
- To support the management team in gathering and displaying data about the service for business purposes in service planning
- To supervise and support development of the band 3 Scheduling Officer
- To continually seek out and make recommendations for service improvement in own area
- Diary management Head of Service / Clinical Director / Directorate Manager / Assistant Directorate Manager
- To support the management team in assisting with collation, and numerical and graphical presentation of information for business purposes in service planning
- To collect, input and analyse data on a regular basis.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
- To deliver effective, accurate and timely management of the departments medical rota management system, Medirota
- To oversee key areas of rostering and reports and monitor attendance management, facilitate rota design / creation, doctors changeover, induction for medical staff etc
- To provide administrative support to other tiers of medical staff within the department, including input of leave into ESR and monitoring of essential training
- To take minutes at departmental meetings e.g. clinical governance and consultant meetings
- To provide wider Directorate administrative support as and when required to cross cover leave/sickness
- To support the management team in gathering and displaying data about the service for business purposes in service planning
- To supervise and support development of the band 3 Scheduling Officer
- To continually seek out and make recommendations for service improvement in own area
- Diary management Head of Service / Clinical Director / Directorate Manager / Assistant Directorate Manager
- To support the management team in assisting with collation, and numerical and graphical presentation of information for business purposes in service planning
- To collect, input and analyse data on a regular basis.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
KNOWLEDGE
Essential
- Excellent knowledge and competencies within Microsoft Office software.
Desirable
- Knowledge of information analysis and the use of information within the NHS.
SKILLS
Essential
- Excellent communication skills - both written and oral.
Desirable
- Advanced level of skills in writing Excel formulae and functions
EXPERIENCE
Essential
- Previous working experience with databases, (eg Medirota, Erecord) and other PAS systems
- Previous working experience in developing and working with databases
Desirable
- Experience of supervising staff to achieve accurate and timely outcomes
- Experience of minute taking
- Experience of training/mentoring team members
QUALIFICATIONS
Essential
- Good standard of English, at GCSE or equivalent level
- NVQ level IV or equivalent experience
Desirable
- Diploma (or equivalent qualification e.g. NVQ 4 etc) or, equivalent experience of information handling and analysis gained in a work environment.
Person Specification
KNOWLEDGE
Essential
- Excellent knowledge and competencies within Microsoft Office software.
Desirable
- Knowledge of information analysis and the use of information within the NHS.
SKILLS
Essential
- Excellent communication skills - both written and oral.
Desirable
- Advanced level of skills in writing Excel formulae and functions
EXPERIENCE
Essential
- Previous working experience with databases, (eg Medirota, Erecord) and other PAS systems
- Previous working experience in developing and working with databases
Desirable
- Experience of supervising staff to achieve accurate and timely outcomes
- Experience of minute taking
- Experience of training/mentoring team members
QUALIFICATIONS
Essential
- Good standard of English, at GCSE or equivalent level
- NVQ level IV or equivalent experience
Desirable
- Diploma (or equivalent qualification e.g. NVQ 4 etc) or, equivalent experience of information handling and analysis gained in a work environment.
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).
