Trustwide Medical Rota Team Leader

Job description

Job responsibilities

Leadership Responsibilities:

Be responsible for the leadership and line management of the Rota Co-ordinator team.

Assist in the recruitment and selection of new team members.

Carry out training of new members to the team, and any additional training required for all team members, ensuring that an induction/training package is implemented and updated.

Train team members in the use of Health Roster as a rostering tool, updating relevant SOPs and upkeep of the shared folder on v drive.

Upkeep of staff records, including annual leave, sickness and any study leave.

Ensure all direct reports have an annual appraisal in line with Trust appraisal policy and are up to date with Mandatory Training.

To chair daily Rota Team meetings to plan and highlight any operational areas of concern and bring these to the attention of the Rota Team Manager / Head of Servicefor discussion and action plan.

Authorised signatory for completing payroll forms and expenses claim forms for members of the team.

Temporary Staffing Responsibilities:

Ensure Temporary staffing usage represents value for money and supports the reduction of organisational expenditure on agency and bank spend.

Ensure that the Trusts escalation process for temporary staffing is embedded ensuring that bank workers are in place wherever this is feasible as the preferred option to agency workers.

Oversee that all rate escalation requests are managed in line with the Trusts escalation policy with appropriate authorisation.

Ensure bank staff undertake appropriate mandatory training in line with Trust guidelines.

Ensure all agencies adhere to the appropriate compliance checks and only agencies on the framework are used for bookings.

Ensure all escalation and break glass requests are as per the Trusts Temporary Staffing policy.

Undertake data cleanse of bank staff at regular periods, identifying any shortfalls in compliance and ensuring all staff on bank are available and able to work.

Rota/Roster Management Responsibilities:

Ensure rota attendance of self / Rota Co-ordinator at the Medical rota morning huddle, ensuring staffing is compliant and any rota queries highlighted.

Ensure rota attendance of self / Rota Co-ordinator at the Operational Site Meetings, ensuring daily staffing report is updated and shared within the group and any escalations highlighted at the Site Meeting.

Assist in the build of base rotas on Health Roster.

Fully support the implementation of Health Roster system across the medical establishment, providing leadership and guidance to the Rota team.

Assist each Rota Co-ordinator to ensure that all new starters are added to the Health Roster system, with the appropriate shared or personal pattern and any annual leave entitlements added.

Provide direction and support to users of the system.

Assist with the roll out of rostering Consultants, using job plans, activity manager and recording of annual and study leave activities.

Extract and manipulate data for presentation or discussion.

Financial Responsibilities:

Authorised signatory for the completion of payroll forms and expenses claim forms for the Rota Co-ordiantors

Lead for compiling and submitting doctors monthly payroll and liaison with Payroll department on any missed payments, under or overpayments on salary. Ensuring all members of the team undertake monthly payroll submission on a rota basis.

Communication and Relationships:

Liaise with Medical Staffing and Human Resources to resolve any medical staffing issues regarding rotas.

Encourage and maintain good working relationships with junior medical staff, Operational Staff and Clinical Leads.

Communicate effectively to ensure that rota information is appropriately cascaded to Operational Staff to ensure they have up to date news regarding changes etc that may affect minimum staffing numbers.

Must have the ability to train on an individual and/or group level to all audiences within the organisation and have excellent presentation skills.

Ability to communicate highly complex and contentious information by either face to face, telephone or electronic.

Planning and Organisational Tasks:

Assist the Rota Team Manager / Head of Service in identifying potential savings within rotas caused by HEE gaps and presenting to Operational teams alternative staffing options to bank/agency utilisation.

Forward plan for junior doctor rotations to ensure as little disruption to service as possible, ensuring that induction cover is identified and approved by Operational teams.

Attend weekly planning / control meetings to present data and update on current / potential staffing issues.

Person Specification

Experience

Essential

• Experience of managing complex and multi level medical rota's
• Experience or knowledge of creating and managing medical staff rosters
• Previous experience of planning and delivering project activities
• Experience of managing a team

Desirable

• Experience of other workforce systems such as ESR and payroll.
• Experience of using a computerised rostering system
• Change management training/ experience
• Roster Management experience or implementation of rostering platforms
• Experience of implementing eRostering, or working with eRostering platforms providing an e-rostering service.
• Experience of working with complex roster systems
• Experience of working with clinical staff /doctors
• Experience of Data Analysis

Skills

Essential

• Strong organisational and planning skills
• Ability to learn new software systems
• Excellent interpersonal and communication skills
• Ability to support all levels of staff before, during and after an IT implementation
• Ability to investigate, analyse and diagnose complex information and information system issues
• Ability to work to project timescales
• Work to a high standard of data quality
• Ability to interpret complex information.

Desirable

• Coaching skills

Knowledge

Essential

• Understanding of Information Governance and Confidentiality
• Good understanding of change management, processes and culture.
• Work with low levels of supervision and high levels of initiative
• Conversant in IT software systems e.g. Microsoft Office including excel, word, and PowerPoint.
• Ability to understand and configure systems to meet needs.

Desirable

• Proven use of databases for data collation, retention and extraction
• Familiarity with hospital systems and data collection processes
• Knowledge of WTD

Qualifications

Essential

• Degree level education (IT, analytics, HR) or equivalent experience.
• Post-graduate diploma level or equivalent of experience and training.

Desirable

• Project Management Qualification
• Training qualification/ experience

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

Bradford Teaching Hospitals NHS Foundation Trust

Address

Field House Bradford Royal Infirmary

Smith Lane

Bradford

BD95HP

Employer's website

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