Medical Workforce Coordinator (Rota and Support)

Job responsibilities

To ensure the smooth coordination of the medical on call rotas for medical colleagues, across all medical grades (trainees / consultants etc.)

Complete work schedules for all resident doctors and ensure that distribution is compliant with the resident doctors contract. To work with other Medical Workforce Colleagues to cross check and integrate data together.

To review and coordinate the medical workforce inbox to action and organise the inbox and respond to medics and any other function queries in a timely manner on a daily basis.

Operate day-to-day management activities of rotas to ensure appropriate levels of medical staff and clinical safety is maintained with the Divisions.

Ensure that any prospective cover built into the establishment is fully utilised. Work proactively with the trusts supplier of agency locums to fill rata gaps when required.

Assist and negotiate essential cover with Consultants, SpRs, Specialty Doctors and Junior Medical Staff, to maintain the Rotas and On-call Rota.

Build close relationship with Roster team / payroll team to ensure the medical staff are complying to rota deadlines and highlight key changes and support with process

Ensure that annual, study and special leave requests are approved and adhered to in line with Trust policies. Ensure smooth and thorough communication from start to finish.

To review and support / assist in responses to queries such as any doctors terms and conditions such as contracts, policies, study leave, calculation of leave across any grade doctor. This will include coordinating with medical recruitment and review medics contracts.

Provide first level advice to doctors on rota issues, including advice on working time directive and rest periods. Provide advice on annual leave calculations for all medical colleagues.

Be responsible for receiving and recording all absences e.g. sickness, carers leave for resident doctors only, on the Lead Employer ESR system.

To post vacancies on the patchwork system and ensure the utilisation of the system is adhered to.

Monitor and take responsibility for actioning emails coming into the overall medical workforce in-box and respond to queries or forward on as required.

To be efficient and review urgent emails and ensure responses are accurate and consistent, including dealing with any complex queries to be appropriately escalated or sign posted whether this to the relevant medical workforce colleague or to payroll / ESR / Allocate.

Provide management information daily for the Division via creating, formatting and maintaining databases and spreadsheets for the monitoring variety of tasks

To support the Medical Workforce Lead in collating and typing of complex and confidential correspondence and assisting with any duties required.

Support with MPIT queries and for any new Consultant / Doctor, to ensure this information is collated and published.

Knowledge/Experience

Essential

• Proven experience of working in a customer facing environment
• Previous experience of NHS based rostering systems
• Previous experience of working in an administrative role
• Communicating/liaising and interacting with a broad range of disciplines and levels of seniority

Desirable

• Experience of working on NHSHR databases e.g., ESR, Allocate
• Experience of working with both medical and other health care professionals
• Experience of working within an education environment, working in direct contact with students
• Previous experience of medical and dental terms and conditions some of which can be gained on the job

Qualifications

Essential

• Demonstrable high standard of numeracy and literacy
• NVQ Level 3 Business Administration or equivalent
• ECDL level of qualification or equivalent experience

Values

Essential

• Continuous Improvement
• Accountability
• Respectfulness
• Enthusiasm
• Support
• High professional standards
• Responsive to service users
• Engaging leadership style
• Strong customer service belief
• Transparency and honesty
• Discreet
• Change oriented

Skills

Essential

• Excellent planning & organisational skills
• Ability to prioritise workload to respond to changing demand.
• Ability to liaise and communicate with colleagues at all levels.
• Motivation and negotiation skills
• Ability to promote good working relationships both internally and externally.
• Extracting information/Listening Skills
• Ability to handle first level enquiries.
• Ability to provide excellent customer care.
• Analytical skills & ability to problem solve.
• Knowledge of trust policies and procedures including resident doctors' contract

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).