Job summary
An exciting opportunity has arisen within the Child Health Department as a Band 4 Rota Co-ordinator working 37.5 hours per week, Monday to Friday.
Your excellent organisational skills will support you with the competing demands of managing a complex clinical rota for over 25 permanent medical staff, ensuring the needs of the service are provided 7 days a week.
You will be responsible for safeguarding the smooth running of the service to ensure staff are in the correct place at the right time. You will do this by factoring in annual leave and study leave as well as sickness monitoring, recording special leave and maintaining training records throughout the year.
Being organised, having excellent interpersonal skills and being a confident negotiator is paramount in this role.
While you will work independently and autonomously within agreed boundaries, you will be part of a supportive and cohesive team.
We encourage you to contact the Practice Manager to plan a visit to the department prior to interview.
The Administration team are integral to these pathways and are often the first point of contact both for professionals and service users.
A highly rewarding part of this role can be the relationships you will build with the medical team, supporting the post graduate team with their training needs and development throughout their medical learning journey.
Why work with us
Main duties of the job
- To act as the first point of contact for any rota issues from Clinical Staff
- To participate and actively contribute to departmental and team meetings
- Accurately complete and input computer information on a daily basis and complete essential administrative and statistical forms
- To participate as an active member of the Child Health Team, encouraging a positive and proactive team approach
- Use various modes of communication as required including email, verbal face to face, telephone and written
- Have the ability to change communication style to convey complex, challenging and emotive information
- To maintain medical rotas across all grades of doctors and act as the point of contact whilst trainee doctors are rotating through the department.
- Being organised, having excellent interpersonal skills and being a confident negotiator is paramount in this role.
- While you will work independently and autonomously within agreed boundaries, you will be part of a supportive and cohesive team.
About us
Why Work With Us
The Child Health directorate is the equivalent of a mini hospital. The department looks after all manner of childhood hospital admissions and outpatient pathways from 0-18 yrs. The consultants, medical staff and also the rotational doctors are integral to these pathways. Maintaining a robust rota and a healthy work life balance for our trainees and substantive staff is paramount.
Working for the Organisation
We became the first NHS organisation in England to join-up hospital and community care with social care.
We are proud pioneers in integrating health and social care nationally.
We provide health and social care services to our people in their own homes or in their local community.
We run Torbay Hospital (providing acute hospital services) as well as five community hospitals, stretching from Dawlish to Brixham.
You will be joining a friendly and supportive administration teamwithin the Child Health Directorate, who form part of a thriving, innovative Trust that values both patients' wellbeing as well as the health and well-being of their staff.
The Child Health Directoratelooks after all manner of childhood hospital admissions and outpatient pathways from 0-18 yrs.
Job description
Job responsibilities
- Clinical Staffing RotaTo be responsible for the preparation and distribution of the Child Health rota information, ensuring communication to all the relevant staff and regular liaison with all members of the Child Health Team
- Manage the rota, including but not exclusively:o Updating swaps, ensuring changes are communicated in a timely and accurate mannero Approving annual leave requests as per Trust guidance within delegated authority and update and communicate in a timely mannero Identifying gaps in the rota and exploring opportunities to cover the gaps, including swapso Assign clinics to Registrar level staff as part of their trainingo Maintain consultant timetables, arranging clinics
- Policy and Service ResponsibilityTo follow departmental polices, procedures and guidelines
This is a busy role which requires being organised and able to manage medical staff ensuring the requirements of the service are met on a daily basis. Further details of the role can be seen in the job description and responsibilities attached.
Job description
Job responsibilities
- Clinical Staffing RotaTo be responsible for the preparation and distribution of the Child Health rota information, ensuring communication to all the relevant staff and regular liaison with all members of the Child Health Team
- Manage the rota, including but not exclusively:o Updating swaps, ensuring changes are communicated in a timely and accurate mannero Approving annual leave requests as per Trust guidance within delegated authority and update and communicate in a timely mannero Identifying gaps in the rota and exploring opportunities to cover the gaps, including swapso Assign clinics to Registrar level staff as part of their trainingo Maintain consultant timetables, arranging clinics
- Policy and Service ResponsibilityTo follow departmental polices, procedures and guidelines
This is a busy role which requires being organised and able to manage medical staff ensuring the requirements of the service are met on a daily basis. Further details of the role can be seen in the job description and responsibilities attached.
Person Specification
Qualifications and Training
Essential
- Proven experience of working with Microsoft Office, Excel, Word, Outlook
- Proven experience of keyboard skills
- GCSE or equivalent in Maths and English of Grade C/5 or above
- NVQ3 level or equivalent
- ECDL or equivalent
Desirable
- RSA 3 word processing or equivalent
Knowledge and Experience
Essential
- Proven experience in managing own work and using initiative
- Demonstration of excellent interpersonal and communication skills
- Demonstration of working under pressure and meeting deadlines
- Demonstration of good organisation skills
- Strong analytical skills
- Ability to review large volumes of detailed data, and provide summary reports to senior staff members
- Experience in managing own area of work
- Ability to respect confidentiality
- Good organisational skills
- Flexible and adaptable approach
- Pleasant and sympathetic telephone manner
- Ability to cope with varied workload and work in a timely way
- Ability to prioritise workload
- Accuracy with attention to detail
- Ability to work independently and as part of a team
- Reliable, motivated and innovative
- Ability to use initiative
- Ability to work under pressure/to deadlines, at times
Desirable
- Knowledge of Trust policies, procedures and guidelines
- Knowledge of IHCS and other patient administration systems used within the Trust
- Good understanding of health and safety measures
- Knowledge of Unit 4 and other financial systems
Specific skills
Essential
- Experience of managing rotas
- Experience of planning workloads of staff
Desirable
- Experience of managing a team
Person Specification
Qualifications and Training
Essential
- Proven experience of working with Microsoft Office, Excel, Word, Outlook
- Proven experience of keyboard skills
- GCSE or equivalent in Maths and English of Grade C/5 or above
- NVQ3 level or equivalent
- ECDL or equivalent
Desirable
- RSA 3 word processing or equivalent
Knowledge and Experience
Essential
- Proven experience in managing own work and using initiative
- Demonstration of excellent interpersonal and communication skills
- Demonstration of working under pressure and meeting deadlines
- Demonstration of good organisation skills
- Strong analytical skills
- Ability to review large volumes of detailed data, and provide summary reports to senior staff members
- Experience in managing own area of work
- Ability to respect confidentiality
- Good organisational skills
- Flexible and adaptable approach
- Pleasant and sympathetic telephone manner
- Ability to cope with varied workload and work in a timely way
- Ability to prioritise workload
- Accuracy with attention to detail
- Ability to work independently and as part of a team
- Reliable, motivated and innovative
- Ability to use initiative
- Ability to work under pressure/to deadlines, at times
Desirable
- Knowledge of Trust policies, procedures and guidelines
- Knowledge of IHCS and other patient administration systems used within the Trust
- Good understanding of health and safety measures
- Knowledge of Unit 4 and other financial systems
Specific skills
Essential
- Experience of managing rotas
- Experience of planning workloads of staff
Desirable
- Experience of managing a team
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.
