Job summary
**Previous Applicants Need Not Apply**
Within the Planned, Surgical and Childrens Directorate at Harrogate District Hospital, we are dedicated to providing exceptional healthcare services to our community. We are seeking a highly organised and detail-orientated individual to join our team in the role of Rota Coordinator.
The role of Rota Coordinator is crucial to the smooth functioning of the directorate, as efficient staff scheduling directly impacts patient care, staff well-being and regulatory compliance. It requires strong organisational, communication and problem-solving skills. If you have a passion for maintaining and contributing to high standards of patient care, we want to hear from you.
Main duties of the job
Rota Management
- Develop and maintain a comprehensive rota schedule for junior and middle grade doctors.
- Ensure adequate staffing levels to provide 24/7 coverage, taking into account hospital guidelines and junior doctor working time regulations.
- Coordinate annual leave requests and ensure shifts are evenly distributed among team members.
Communication
- Act as primary point of contact for junior and middle grade doctors regarding rota changes, shift swaps and leave requests.
- Collaborate with senior management staff, senior and junior medical staff and administrative personnel to ensure effective communication and coordination.
Compliance and Regulations
- Stay up to date with relevant employment laws, guidelines and regulations to ensure the rota adheres to legal requirements.
- Monitor working hours to prevent fatigue and ensure compliance with working time directives.
Problem Solving
- Address scheduling conflicts and emergencies promptly to minimise disruptions in patient care.
- Work with colleagues to resolve staffing shortages and facilitate appropriate cover.
- Anticipate problems and autonomously resolve situations expediently.
Record Keeping
- Maintain accurate records of rota schedules, shift swaps and leave requests.
- Generate reports to track junior doctors' working hours and rota compliance.
About us
Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds and parts of the North East.
At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you're looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients' lives, HDFT could be the place for you!
We offer colleagues:
- A supportive culture so colleagues can bring their whole selves to work.
- Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
- Employee Support and wellbeing - we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast-track Physiotherapy service.
Please note:
- Due to high levels of interest, posts may close early if we reach a sufficient number of applications
- Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
- Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
Job description
Job responsibilities
For further information, please see attached Job Description and Person Specification or contact Olivia Allen on olivia.allen2@nhs.net.
Job description
Job responsibilities
For further information, please see attached Job Description and Person Specification or contact Olivia Allen on olivia.allen2@nhs.net.
Person Specification
Qualifications
Essential
- A levels/NVQ 3 or equivalent level of experience in an administrative environment.
Desirable
- IT qualification
- Leadership qualification
Experience
Essential
- Staff supervision, leadership, development and motivation
- Managing sickness absence, annual leave and prioritising workload
- Setting up and working with monitoring systems including staff appraisals
Desirable
- Dealing/communicating regularly with different cohorts of staff groups
- Human Resources experience
- Hospital administrative experience
- Previous experience of managing rota's
Knowledge
Essential
- Proficient in using Microsoft packages, including excel
Desirable
- Knowledge of NHS policies and procedures
- Knowledge of medical workforce regulations and working time directives
Skills and Aptitudes
Essential
- Strong organisational skills and attention to detail.
- Excellent communication and interpersonal skills.
- Ability to adapt to changing circumstances and prioritise tasks effectively.
- Strong problem-solving abilities and adaptability to handle scheduling conflicts and emergencies.
- Ability to maintain accurate records and generate reports
- Prioritisation skills to ensure efficient rota management.
- Ability to collaborate effectively with departments heads, senior medical staff and administrative personnel to facilitate communication and coordination.
- Ability to use own initiative and ability to work with limited supervision
Desirable
- Commitment to maintaining high standards of patient care and understanding the impact of effective rota coordination on the quality of care provided.
Person Specification
Qualifications
Essential
- A levels/NVQ 3 or equivalent level of experience in an administrative environment.
Desirable
- IT qualification
- Leadership qualification
Experience
Essential
- Staff supervision, leadership, development and motivation
- Managing sickness absence, annual leave and prioritising workload
- Setting up and working with monitoring systems including staff appraisals
Desirable
- Dealing/communicating regularly with different cohorts of staff groups
- Human Resources experience
- Hospital administrative experience
- Previous experience of managing rota's
Knowledge
Essential
- Proficient in using Microsoft packages, including excel
Desirable
- Knowledge of NHS policies and procedures
- Knowledge of medical workforce regulations and working time directives
Skills and Aptitudes
Essential
- Strong organisational skills and attention to detail.
- Excellent communication and interpersonal skills.
- Ability to adapt to changing circumstances and prioritise tasks effectively.
- Strong problem-solving abilities and adaptability to handle scheduling conflicts and emergencies.
- Ability to maintain accurate records and generate reports
- Prioritisation skills to ensure efficient rota management.
- Ability to collaborate effectively with departments heads, senior medical staff and administrative personnel to facilitate communication and coordination.
- Ability to use own initiative and ability to work with limited supervision
Desirable
- Commitment to maintaining high standards of patient care and understanding the impact of effective rota coordination on the quality of care provided.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
