Job summary
The post holder will act as the first point of contact with
regard to the rotas and will be
responsible for managing the UEC medical rotas within ED, SDEC and AMU, at
DMH including the consultant, mid-grade
and junior rota. The post holder will work closely with the clinical leads and
associated staff to ensure the departments are appropriately and safely staffed
at all times within budgetary constraints.
They will also oversee the administration process associated
with gaps in rotas, flagging of vacancies, and the collation of new rotas,
associated with the Clinical Strategy and further developments linked to
changes in clinical departments, as they develop. They will regularly arrange medical cover at
short notice to ensure continuity of service to ensure patient safety.
The post holder will work autonomously, with
minimal supervision with a demonstrable ability to use initiative, prioritise
workload and provide evidence of work programme completion.
Main duties of the job
Work closely with senior service managers and senior doctors
to ensure safe staffing levels within UEC.
Assist service managers in the development and preparation
of service delivery plans as necessary.
Support the development and planning of appropriate rota
delivery and set up excellent communication systems
Identify gaps in rotas in a timely manner and ensure the gap
is filled to minimize disruption to service delivery
Work closely with the Clinical Lead to ensure that
unexpected gaps for rotas are identified and filled.
To ensure rotas are populated in advance in line with Trust
policy.
To liaise with senior staff regarding queries relating to
rota.
To work closely with Healthroster staff to ensure rotas are
up to date and changes made in a timely manner
Ensure that appropriate grade and specialty of doctor is
allocated to the appropriate rota, working with Medical Education to ensure
that rotas are compliant at all times for doctors in training.
Ensure rotas are accurate prior to Senior Service Manager
approval for payroll.
Undertake a range of administrative duties as required.
Arrange meetings and induction as required.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary £23,200, to apply you must have Right to Work in the United Kingdom. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
To ensure doctors rota is covered for junior doctors, middle
grades and consultants as agreed at departmental level.
To escalate to and liaise with senior staff regarding
queries relating to rota.
Ensure that both Trust/departmental induction and Local
induction takes place for temporary and short-term medical staff, and record on
appropriate systems, to ensure compliance with policy and patient safety.
To deal with day to day changes in rotas due to absence of
doctors.
Conduct return to work interviews and well being discussion.
To provide accurate and timely information related to
medical staff rotas on a regular basis which requires the collection and
collation of statistical data.
Analyse data and produce reports on potential improvements
which could be made
Communicate effectively with all staff, including telephone
and email.
Flexibility to work autonomously and use own initiative to
prioritise own workload, with the ability to cope under pressure. Be able to
work individually, and also as part of a team
Responsible for developing and maintaining databases
ensuring information is accurate and usable.
Also process reports from information held.
To ensure Trust policies are implemented and propose changes
to working practices and policies/procedures with a view to continuous
improvement within the area.
Provide advice to and demonstrate work activities to new
and/or less experienced staff.
Provide training on rota management and systems to others as
required.
Participate in in-house training as required.
To ensure that all duties are carried out to the highest
professional standard, and that both patient and staff confidentiality is
maintained at all times
Any other duties commensurate with banding.
Job description
Job responsibilities
To ensure doctors rota is covered for junior doctors, middle
grades and consultants as agreed at departmental level.
To escalate to and liaise with senior staff regarding
queries relating to rota.
Ensure that both Trust/departmental induction and Local
induction takes place for temporary and short-term medical staff, and record on
appropriate systems, to ensure compliance with policy and patient safety.
To deal with day to day changes in rotas due to absence of
doctors.
Conduct return to work interviews and well being discussion.
To provide accurate and timely information related to
medical staff rotas on a regular basis which requires the collection and
collation of statistical data.
Analyse data and produce reports on potential improvements
which could be made
Communicate effectively with all staff, including telephone
and email.
Flexibility to work autonomously and use own initiative to
prioritise own workload, with the ability to cope under pressure. Be able to
work individually, and also as part of a team
Responsible for developing and maintaining databases
ensuring information is accurate and usable.
Also process reports from information held.
To ensure Trust policies are implemented and propose changes
to working practices and policies/procedures with a view to continuous
improvement within the area.
Provide advice to and demonstrate work activities to new
and/or less experienced staff.
Provide training on rota management and systems to others as
required.
Participate in in-house training as required.
To ensure that all duties are carried out to the highest
professional standard, and that both patient and staff confidentiality is
maintained at all times
Any other duties commensurate with banding.
Person Specification
Experience
Essential
- Proven track record of working with different levels of staff.
- Experience of data entry/ input and ability to extract data and formulate statistical reports.
- Administration experience.
Desirable
- NHS experience.
- Experience of managing rotas in a clinical environment.
Special Requirements
Essential
- Ability to work flexible shifts if necessary.
- Willing to undertake any training required for the post.
- Able to travel across Trust sites as required for the post.
Desirable
- Aware of Information Governance health and safety.
Special Skills and Knowledge
Essential
- Ability to work autonomously and manage own workload; work on own initiative and as part of a multi-disciplinary team.
- Understanding of the relevant grades of medical staff and the level of competence associated with each grade and specialty.
- Excellent IT skills including good working knowledge of full Microsoft Office Suite and Windows Operating Systems.
- Knowledge of Data Protection and Caldicott Principles.
- Excellent communication and interpersonal skills including verbal, written and telephone and the ability to present a positive and professional image at all times.
- Ability to maintain complete confidentiality and discretion and understand the need for tact and diplomacy.
- Adaptable, determined, self-motivated and enthusiastic with competence in dealing with situations involving other people.
- Good organisational skills to meet demanding delivery schedules and provide support to trust staff.
- Excellent time management, organisational and prioritisation skills and ability to work under pressure.
- Knowledge and experience of medical terminology.
Desirable
- Knowledge of clinical systems.
- Knowledge/experience of working with Healthroster and EPR system.
Qualifications
Essential
- Minimum 5 GCSE at grades A to C (English Language Essential) or equivalent qualification, or equivalent knowledge gained through work experience.
- NVQ Level 4 or Diploma or equivalent or equivalent knowledge gained through relevant work experience.
- ECDL qualification.
Desirable
- Training and knowledge of Healthroster.
Person Specification
Experience
Essential
- Proven track record of working with different levels of staff.
- Experience of data entry/ input and ability to extract data and formulate statistical reports.
- Administration experience.
Desirable
- NHS experience.
- Experience of managing rotas in a clinical environment.
Special Requirements
Essential
- Ability to work flexible shifts if necessary.
- Willing to undertake any training required for the post.
- Able to travel across Trust sites as required for the post.
Desirable
- Aware of Information Governance health and safety.
Special Skills and Knowledge
Essential
- Ability to work autonomously and manage own workload; work on own initiative and as part of a multi-disciplinary team.
- Understanding of the relevant grades of medical staff and the level of competence associated with each grade and specialty.
- Excellent IT skills including good working knowledge of full Microsoft Office Suite and Windows Operating Systems.
- Knowledge of Data Protection and Caldicott Principles.
- Excellent communication and interpersonal skills including verbal, written and telephone and the ability to present a positive and professional image at all times.
- Ability to maintain complete confidentiality and discretion and understand the need for tact and diplomacy.
- Adaptable, determined, self-motivated and enthusiastic with competence in dealing with situations involving other people.
- Good organisational skills to meet demanding delivery schedules and provide support to trust staff.
- Excellent time management, organisational and prioritisation skills and ability to work under pressure.
- Knowledge and experience of medical terminology.
Desirable
- Knowledge of clinical systems.
- Knowledge/experience of working with Healthroster and EPR system.
Qualifications
Essential
- Minimum 5 GCSE at grades A to C (English Language Essential) or equivalent qualification, or equivalent knowledge gained through work experience.
- NVQ Level 4 or Diploma or equivalent or equivalent knowledge gained through relevant work experience.
- ECDL qualification.
Desirable
- Training and knowledge of Healthroster.
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).
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
