Job summary
This is an exciting opportunity for a Rota Coordinator to join a friendly supportive Medical Staffing team.
We have one part-time 30 hours per week posts available
The post holder will ensure the team delivers a comprehensive medical roster service, covering all elements of Consultant, SAS and Junior doctor rotas within prescribed time frames, delivering a high level of customer service and compliance with all statutory obligations. They will be responsible for managing multiple rotas at the same time to ensure the best service is provided and working in compliance with the European Working Time Directive and `Doctors and Dentist` Terms and Conditions, Doctors in Training Terms and Conditions Rota Rules.
Communication is vital, liaising and negotiating with all levels of colleagues, keeping them informed of any changes to the rota and proactively managing the recording of leave for all medical grades in line with Trust Policies. The rota team acts as a single point of contact for the doctors, leads on reporting financial pay data relating to staffing as well as the delivery of staffing reports to relevant department colleagues, compliance with these processes will be a measure of success.
The rota coordinator will also contribute to the Junior Doctors Inductions and will manage the exception reporting along with the Senior Rota Lead and Guardian of Safe Working, providing reports and analysing data.
Main duties of the job
The post holder will:
- create, maintain and distribute medical rotas for medical colleagues, in line with `Junior Doctors` Hours Regulations
- Provide a timely response to all rota queries, resolving problems using own initiative where possible.
- Work closely with the Head of Medical Staffing, Deputy Medical Staffing Manager and Senior Rota Lead escalating any outstanding issues.
- Anticipate potential problems with medical cover and take appropriate action to remedy the situation.
- Participate in the `junior doctor`s induction programme, presenting information to groups of doctors
- Coordinate any additional medical cover that is required at the weekends in addition to the on-call rota
- Use initiative to solve staffing problems due to short notice absence, without compromising patient safety and medical cover in other areas.
- Monitor and record annual leave entitlements on SARD
- Advise Junior Doctors in line with Junior Doctors 2016 Terms and Conditions, ensuring the rotas remain compliant at all times.
- Support Junior Doctors on issues such as, sickness, maternity/paternity, relocation and travel expenses, pay, policies and procedures and terms and conditions of service.
You will need excellent influencing, communication and people skills to develop and maintain good relations with key stakeholders along with the personal drive to improve services.
Excellent customer service skills are essential along with the ability to plan, organise and prioritise your own workload.
About us
Come and work with us in the Garden of England where we combine exceptional professional development opportunities with a tremendous quality of life.
We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services, serving 1.8 million people across the county.
The Trust (rated Good overall by the CQC and Outstanding for care) has 3,283 staff working in 66 buildings across 33 locations, covering an area of 1,450 square miles.
You will be joining friendly, passionate colleagues, rich in their diversity, who are committed to providing excellent care to our service users and their loved ones.
The nature of our work attracts kindness and compassion as standard and everyone from our cleaners and porters to the chief executive and chairman are recognised as playing a vital role in providing an exemplary service.
Job description
Job responsibilities
Please refer to the attached job description for full details of the main responsibilities of the role.
Job description
Job responsibilities
Please refer to the attached job description for full details of the main responsibilities of the role.
Person Specification
Training, Qualifications, experience
Essential
- Excellent organisational and interpersonal skills Ability to communicate at all levels. Excellent customer service skills Ability to provide prompt and pragmatic problem-solving advice. Excellent attention to detail. Adaptable to meet changing environments and goals. Ability to absorb new information quickly. Ability to work within cross functional groups Flexible approach to problems and working practices. Willingness to develop new skills Commitment to equal opportunities. Reporting skills and experience of using data metrics. Confident, flexible, adaptable to change with the ability to work autonomously and part of a wider team. Able to demonstrate a commitment to self-development (2)
Desirable
- CIPD qualification Educated to degree level or equivalent standard. Experience in Rota Management for Junior Doctors, Consultants and SAS doctors using Skills for Health roster system (2)
Experience
Essential
- Excellent organisational and interpersonal skills Ability to communicate at all levels. Excellent customer service skills Ability to provide prompt and pragmatic problem-solving advice. Excellent attention to detail. Adaptable to meet changing environments and goals. Ability to absorb new information quickly. Ability to work within cross functional groups Flexible approach to problems and working practices. Willingness to develop new skills Commitment to equal opportunities. Reporting skills and experience of using data metrics. Confident, flexible, adaptable to change with the ability to work autonomously and part of a wider team. Able to demonstrate a commitment to self-development (2)
Desirable
- Experience in Junior Doctors Rota templating in line Terms & Conditions (2)
Knowledge & Skills
Essential
- Ability to work on own initiative, within guidelines. Due to the diversity of tasks, there is a need to work effectively under pressure and prioritise workload and meet tight deadlines. Experience within a Medical HR Department or area of high confidentiality. Previous experience of working with senior staff Experience of system interfaces. Experience of abiding by organisational policies and processes. Experience of maintaining confidentiality and handling sensitive information. (2)
Desirable
- Knowledge of Junior Doctor Terms and Conditions. Ability to produce Guardian of Safe Working Board Reports and Exception reporting data, presenting clear, concise reports (2)
Person Specification
Training, Qualifications, experience
Essential
- Excellent organisational and interpersonal skills Ability to communicate at all levels. Excellent customer service skills Ability to provide prompt and pragmatic problem-solving advice. Excellent attention to detail. Adaptable to meet changing environments and goals. Ability to absorb new information quickly. Ability to work within cross functional groups Flexible approach to problems and working practices. Willingness to develop new skills Commitment to equal opportunities. Reporting skills and experience of using data metrics. Confident, flexible, adaptable to change with the ability to work autonomously and part of a wider team. Able to demonstrate a commitment to self-development (2)
Desirable
- CIPD qualification Educated to degree level or equivalent standard. Experience in Rota Management for Junior Doctors, Consultants and SAS doctors using Skills for Health roster system (2)
Experience
Essential
- Excellent organisational and interpersonal skills Ability to communicate at all levels. Excellent customer service skills Ability to provide prompt and pragmatic problem-solving advice. Excellent attention to detail. Adaptable to meet changing environments and goals. Ability to absorb new information quickly. Ability to work within cross functional groups Flexible approach to problems and working practices. Willingness to develop new skills Commitment to equal opportunities. Reporting skills and experience of using data metrics. Confident, flexible, adaptable to change with the ability to work autonomously and part of a wider team. Able to demonstrate a commitment to self-development (2)
Desirable
- Experience in Junior Doctors Rota templating in line Terms & Conditions (2)
Knowledge & Skills
Essential
- Ability to work on own initiative, within guidelines. Due to the diversity of tasks, there is a need to work effectively under pressure and prioritise workload and meet tight deadlines. Experience within a Medical HR Department or area of high confidentiality. Previous experience of working with senior staff Experience of system interfaces. Experience of abiding by organisational policies and processes. Experience of maintaining confidentiality and handling sensitive information. (2)
Desirable
- Knowledge of Junior Doctor Terms and Conditions. Ability to produce Guardian of Safe Working Board Reports and Exception reporting data, presenting clear, concise reports (2)
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.
