EOC Resource Coordinator

Job description

Job responsibilities

Communication and Relationship Skills

The post holder will receive and provide complex information requiring persuasive, motivational, negotiating and training skills where agreement and co-operation is required.

Act as a focal point for staff to report sickness or urgent absence, record details and advise their managers accordingly. Working with divisional management teams, assist in the management of such issues as sickness and unauthorised absence.

The post holder will proactively support Resource Department, divisional managers, control managers and operational team leaders in resource administration and co-ordination.

The post holder will ensure that effective two-way communication is established with various departments and managers in relation to resource indicators which will impact on operational cover, e.g. sickness, annual leave, vacancies, training, shifting demand and changes to the workforce profile/plan.

Knowledge, Training and Experience

The post holder will demonstrate an understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge, principally;

• Knowledge of how the Trust delivers its services for patients and awareness of the Trusts strategic direction and plans
• A working knowledge of current legislation relating to Working Time Directives and the Data Protection Act and an understanding of Trust policies and procedures relating to staff time and attendance, improving working lives and equality and diversity.
• Experience of people management issues in relation to rostering requirements.
• Preparation of reports and presentations, as required/requested.

Analytical and Judgement Skills

The post holder will make judgements involving facts or situations, some of which require analysis.

The post holder will analyse and interpret statistical data in order to prioritise Unit Hours Utilisation across a division to maximise the use of resources in a dynamically changing environment.

The post holder will analyse and interpret performance reports and data in order to establish areas of focus for the resourcing function.

Planning and Organisational Skills

Plan and organisation of a number of complex activities which require the formulation and adjustment of resource plans

The post holder will be required to work regularly without supervision.

Using a high degree of accuracy and speed together with the application of knowledge, skills and experience, be responsible for the specialised operation of the service Personnel Rostering and Management Information System to update, retrieve and store detailed and complex information.

Manage and audit the allocation of relief staff, over a number of remote sites on a fair and equitable basis to cover any deficiencies on the weekly plans as to ensure optimal operational cover whilst being mindful of relief.

Manage the movement of staff on and off a station using judgment to achieve optimum cover but at the same time adhering to the general principles of Service policies.

The planning and allocation of correctly matched resources to roles that are additional to rota cover where both vehicle and rostered staff are available or as overtime where and when required, subject to financial constraints.

Allocate overtime, to cover core shifts, on a fair and equitable basis, ensuring that staffing is at its optimum, monitoring that any such overtime is kept within pre-defined budgetary limits.

Splitting of crews to ensure the appropriate skill mix on vehicles to ensure appropriate operational cover

The movement of single core staff both prior to the commencement of their shifts as well as during their shift.

Use creativity, imagination and innovative ideas to resolve resourcing issues and problems which prevent the service from providing the provision of high quality patient care.

The post holder will provide assistance in the planning and development of robust systems and processes to assure effective delivery, monitoring and evaluation of all resourcing activity across the Trust.

The post holder will ensure the planning of relief staff throughout the Divisions is fair, consistent and complies with working time regulations and Trust policy.

The post holder will contribute to the development of operational policies and corporate policy relating to the resourcing function.

Physical Skills

The post holder will input, extract and manipulate data at a personal computer, more or less continuously on most days, requiring standard keyboard skills to RSA I level or equivalent and competency in the use of MS Word and Excel.

Patient and Client

The post holder will provide non-clinical advice and information relating to resourcing systems, processes and function.

Policy and Service Development

The post holder will implement policies for own area of responsibility and propose policy/service changes which impact beyond own area of activity.

The post holder will participate in the review and implementation of new systems and processes and contribute to the development of operational policies and corporate policy.

Financial and Physical Resources

The post holder will observe a personal duty of care in relation to equipment and resources used in the course of work.

Human Resources

The post holder will participate in self-development opportunities to continually improve performance, taking an active part in the appraisal and personal development planning system and undertake development activities that are identified.

Information Resources

Regular use of specialist rota management software to develop reports and documents.

The post holder will continually review the processes used for collating information and will make recommendations for improvement.

The post holder will input, extract and manipulate data in the maintenance processes required to record key resourcing information.

The post holder will undertake the preparation and presentation of data, analyses, reports and projects as required.

Research and Development

The post holder will undertake surveys and audits as necessary to own work area and occasionally participate in research and development activities.

The post holder will contribute to the development of operational policies and corporate policy relating to the resourcing function.

Freedom to Act

The post holder will work under their own initiative, guided by precedent and clearly defined occupational policies, protocols, procedures and codes of practice. Work is managed, rather than supervised, with the outcomes assessed at agreed intervals.

Physical Effort

There is a frequent requirement for sitting in a restricted position for a substantial proportion of the working time, operating a personal computer.

Mental Effort

There is a frequent requirement for prolonged concentration when working within databases, conducting analyses and preparing reports.

Emotional Effort

Occasionally exposure to distressing or emotional circumstances through acting as the single point of access for staff reporting absent for work.

Working Conditions

There is a requirement to use a personal computer more or less continuously on most days.

Risk, Health & Safety

The post holder will promote the health, safety and welfare of staff, make recommendations on areas of improvement required and ensure risk assessments are conducted and appropriate remedial action is implemented.

The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Trust, which may be amended from time to time.

Patient Safety is a key priority for the Trust. It is your responsibility to ensure that you are fully compliant with EMAS policies and procedures in respect of patient safety, for example Risk Management, Infection Prevention and Control, Safeguarding children and vulnerable adults.

This job description is not intended to be an exhaustive list of duties and responsibilities, but to give an indication of the main areas of activity and involvement.

Person Specification

Qualifications

Essential

• Educated to Diploma Level or equivalent

Experience

Essential

• Experience of database management.
• Experience of managing own time, using initiative, prioritising workload and working to deadlines.

Desirable

• Experience in the use of GRS or similar time and attendance management software

Knowledge

Essential

• Good IT, literacy and numeracy skills.
• Able to analyse reports, interpret statistical data and draw conclusions from it.
• Competent in the use of MS Word and Excel.
• A working knowledge of Working Time Directives and Data Protection.
• Good verbal and written communications skills.

Personal Attributes

Essential

• Ability to work on own initiative as well as part of a team.
• Displays a calm, sensitive and diplomatic manner in interpersonal relationships.

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.

Employer details

Employer name

East Midlands Ambulance Service NHS Trust

Address

Horizon Place - EOC

Nottingham

NG8 6PY

Employer's website

https://www.emas.nhs.uk/ (Opens in a new tab)