Job summary
You will have overall responsibility for ensuring that the Medicine/Urgent Care Group has sufficient medical cover to meet the service demands. You will work closely with Medical and Urgent Care Group Management and Clinical teams to ensure that all medical rotas within the Care Group are compliant and produced in a timely manner, utilising both existing and temporary staff in the most appropriate and cost effective manner.
You will provide an efficient service to the Trust, ensuring robust plans are in place to develop and improve the administrative role in line with new medical rota practices. This role is challenging and demanding and will require excellent time management, interpersonal and organisation skills. You must be able to prioritise their own workload, and will require a flexible approach to their duties and cross cover the ED rota co-ordinator as and when required. You must be able to communicate effectively with staff at all levels within the organisation, and be responsible in ensuring optimum use of physical capacity throughout medical teams to deliver service needs.
You should have equivalent experience to degree level and/or relevant experience. You must also be motivated and pro-active within your role and able to wok flexibly across sites if required. You must be willing to meet the performance criteria set out in the Job Description and undertake personal and professional development.
Main duties of the job
Use the Health Roster system to prepare and publish the medical staffing on call rotas, inclusive of consultant rotas, within the Medical Care Group within agreed timescales.
To support the maintenance and review of all medical staffing on call rotas (inclusive of new doctor rotations) and consultant rotas, in line with the relevant medical terms and conditions of employment and the needs of the service.
Co-ordinate the provision of medical staffing cover to provide short, medium and long-term solutions including medical cover out of hours and vacancies across the Medical Care Group.
Monitor and record TRAC forms for medical staffing vacancies. Liaising with Clinical Director and Directorate Manager for actioning.
Work closely with Staffing Solutions, HR to indicate any temporary medical locum cover required once all alternative options have been exhausted.
Adhere to all trust and nationally agreed rules / terms and conditions around the use of bank and agency staff and ensure these are entered onto Health Roster to ensure timely and accurate payment.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
CARE that is evidence based, high quality and compassionate
SAFETY that is of the highest standards
COMMUNICATION that is open, inclusive and respectful
SYSTEMS that are efficient, patient centred and reliable
PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES CONTINUED
Monitoring of the use of annual and study leave for all doctors ensuring that the correct level of cover is provided at all times. This would also include the arrangement of cover during examinations and junior doctor rotation.
Monitor and record any sickness absence in line with the Attendance Management Policy for all doctors, ensuring all episodes are recorded on ESR. Escalate triggers appropriately for action.
Be the liaison person for all junior doctor rotating to Trust including the co-ordination of the bleeps and to attend Grand Round, daily medical handover and other relevant induction sessions.
Liaise with Staffing Solutions, HR to arrange payment for any additional sessions undertaken inclusive of all medical grades.
Responsible for highlighting to Clinical Directors / Consultants in relation to non-compliance of doctors Mandatory Training and Appraisals. Ensuring they are recorded on ESR when they have taken place. Escalate complex queries to Assistant Director Manager/ Directorate Manager
Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
To work in a flexible manner in accordance with the Trust Policy.
Any other duties required by Line Manager.
Job description
Job responsibilities
KEY DUTIES CONTINUED
Monitoring of the use of annual and study leave for all doctors ensuring that the correct level of cover is provided at all times. This would also include the arrangement of cover during examinations and junior doctor rotation.
Monitor and record any sickness absence in line with the Attendance Management Policy for all doctors, ensuring all episodes are recorded on ESR. Escalate triggers appropriately for action.
Be the liaison person for all junior doctor rotating to Trust including the co-ordination of the bleeps and to attend Grand Round, daily medical handover and other relevant induction sessions.
Liaise with Staffing Solutions, HR to arrange payment for any additional sessions undertaken inclusive of all medical grades.
Responsible for highlighting to Clinical Directors / Consultants in relation to non-compliance of doctors Mandatory Training and Appraisals. Ensuring they are recorded on ESR when they have taken place. Escalate complex queries to Assistant Director Manager/ Directorate Manager
Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
To work in a flexible manner in accordance with the Trust Policy.
Any other duties required by Line Manager.
Person Specification
Qualifications
Essential
- Educated to Diploma Level and/or equivalent experience
- NVQ Level 3 in Business Administration or higher qualification and / or equivalent experience
Knowledge & Experience
Essential
- Experience of maintaining robust electronic systems
Desirable
- Experience of liaising with medical staff in an NHS setting
- Experience of medical rota management
- Experience of producing on-call rotas
Skills
Essential
- Excellent IT skills including Microsoft Outlook, Word, Excel & Access
- Good oral and written communication skills with the ability to adapt to the stakeholder audience
- Ability to work on own initiative and schedule work to meet deadlines.
- Ability to work within a busy environment and under pressure
- Ability to prioritise, take ownership and manage workload
- Ability to keep clear, concise records
- Flexible attitude towards work, task and changing priorities
- Ability to manage key stakeholder expectations
- Ability to use initiative to solve problems
Desirable
- Knowledge of NHS computer systems
Other
Essential
- Self-motivated, conscientious and pays attention to detail
- Ability to work as part of a larger team
- Flexible to meet the needs of the service
- Ability to travel across hospital sites when required
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Maintain confidentiality at all times
Person Specification
Qualifications
Essential
- Educated to Diploma Level and/or equivalent experience
- NVQ Level 3 in Business Administration or higher qualification and / or equivalent experience
Knowledge & Experience
Essential
- Experience of maintaining robust electronic systems
Desirable
- Experience of liaising with medical staff in an NHS setting
- Experience of medical rota management
- Experience of producing on-call rotas
Skills
Essential
- Excellent IT skills including Microsoft Outlook, Word, Excel & Access
- Good oral and written communication skills with the ability to adapt to the stakeholder audience
- Ability to work on own initiative and schedule work to meet deadlines.
- Ability to work within a busy environment and under pressure
- Ability to prioritise, take ownership and manage workload
- Ability to keep clear, concise records
- Flexible attitude towards work, task and changing priorities
- Ability to manage key stakeholder expectations
- Ability to use initiative to solve problems
Desirable
- Knowledge of NHS computer systems
Other
Essential
- Self-motivated, conscientious and pays attention to detail
- Ability to work as part of a larger team
- Flexible to meet the needs of the service
- Ability to travel across hospital sites when required
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Maintain confidentiality at all times
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.
