Job summary
An exciting opportunity has arisen for an enthusiasticindividual to join the Medicine Care Group as
a rota co-ordinator.
The successful post holder will be the first point of
contact for all forms of communication for the junior medical team in managing
the duty rotas for the Care Group across Darlington Memorial Hospital and
University Hospital of North Durham and provide advice and support where
appropriate.
Applicants should have the ability to proactively problem
solve and work well under pressure, display excellent interpersonal and
communication skills, effectively be able to escalate issues and have a
positive attitude to maintaining high standards.
You will work as part of a team, however should
be able to work unsupervised using your own initiative.
Main duties of the job
Co-ordination of leave requests Trust wide for all Medical
Staff within the Medicine Care Group, including those working cross-site. Scrutinising applications to ensure adequate
cover and on discovering discrepancies, bringing this to the attention of the
CSM/Clinical Supervisor.
Regularly arranging medical cover at short notice to ensure
continuity of service to ensure patient safety.
Recording Emergency Contact Details Trust wide and continual
updating of the same.
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, 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
Collation of all information relating to incoming
F1/F2/CT/ST doctors in readiness for the preparation, co-ordination,
distribution and daily management of the Monthly DMH and UHND On-Call Rotas
across the Trust in the Medicine Care Group.
Constant changes and daily updates as a result of last minute swaps of
duty, sickness etc. and continual leave applications.
Set up, management and central point of contact for the
DoMEC Trustwide database for Consultant Annual and Study Leave applications and
Clinic changes/cancellations. Promptly
dealing with numerous applications/requests on a daily basis and liaising with
Service Managers and the General Manager where necessary, identifying and
notifying Service Managers of urgent requests to avoid late cancellation. Prompting Managers if the correct procedure
has not been followed and instruction to all new users of the system. Keeping an up to date record of all
authorisations.
Manage and record Consultant Annual and Study Leave within
the Division of Medicine Trustwide.
Co-ordination and recording of all Annual and Study Leave
for Junior Medical Staff Trustwide within the Division, including authorisation
of Junior Medical Staff Leave. Regularly
challenging applications which would result in a staffing shortfall and suggesting
alternative dates or rota swaps to resolve issues.
Constantly monitor and record sickness absence of
Consultants and Junior Medical Staff, ensuring all relevant departments are
informed (also Deanery for CMT doctors) and shifts covered ensuring patient
care is not compromised. Forwarding
Return to Work interview forms to Clinical Supervisors and ensuring these are
received, a copy kept and then forwarded onto Medical Staffing.
Co-ordinate and regularly re-deploy Junior Medical Staff
at both UHND and DMH in response to the service needs (e.g sickness, absence
due to bad weather) to ensure Medical wards are adequately staffed in times of
unexpected shortage.
Co-ordinate and regularly re-deploy Junior Medical Staff
at both UHND and DMH in response to the service needs (e.g sickness, absence
due to bad weather) to ensure Medical wards are adequately staffed in times of
unexpected shortage.
Manage, co-ordinate (from rota analysis) and negotiate all
bookings of in-house locums for on-call cover, whilst using own initiative and
persuasive skills in times of short notice, bearing in mind all financial
implications on the annual Medical Staffing budget and EWTD directive and the
impact on temporary staff, both Consultant and Junior.
Frequently negotiate with temporary short term locum staff
(consultants and juniors) to work extra hours on call, ensuring the restraints
of the current EWTD are adhered to, bearing in mind all financial implications.
Liaising and booking in house Consultants for Locum PoD2,
Winter Pressures and additional Bank Holiday duties at DMH and arranging
authorisation and submission of claims.
Also liaising, negotiating rates and booking Juniors for Winter
Pressures and additional MAU and Bank Holiday duties.
Ensure the recruitment of locum Medical Staff
is cost effective and within a timely manner and producing monthly reports for
Finance.
Job description
Job responsibilities
Collation of all information relating to incoming
F1/F2/CT/ST doctors in readiness for the preparation, co-ordination,
distribution and daily management of the Monthly DMH and UHND On-Call Rotas
across the Trust in the Medicine Care Group.
Constant changes and daily updates as a result of last minute swaps of
duty, sickness etc. and continual leave applications.
Set up, management and central point of contact for the
DoMEC Trustwide database for Consultant Annual and Study Leave applications and
Clinic changes/cancellations. Promptly
dealing with numerous applications/requests on a daily basis and liaising with
Service Managers and the General Manager where necessary, identifying and
notifying Service Managers of urgent requests to avoid late cancellation. Prompting Managers if the correct procedure
has not been followed and instruction to all new users of the system. Keeping an up to date record of all
authorisations.
Manage and record Consultant Annual and Study Leave within
the Division of Medicine Trustwide.
Co-ordination and recording of all Annual and Study Leave
for Junior Medical Staff Trustwide within the Division, including authorisation
of Junior Medical Staff Leave. Regularly
challenging applications which would result in a staffing shortfall and suggesting
alternative dates or rota swaps to resolve issues.
Constantly monitor and record sickness absence of
Consultants and Junior Medical Staff, ensuring all relevant departments are
informed (also Deanery for CMT doctors) and shifts covered ensuring patient
care is not compromised. Forwarding
Return to Work interview forms to Clinical Supervisors and ensuring these are
received, a copy kept and then forwarded onto Medical Staffing.
Co-ordinate and regularly re-deploy Junior Medical Staff
at both UHND and DMH in response to the service needs (e.g sickness, absence
due to bad weather) to ensure Medical wards are adequately staffed in times of
unexpected shortage.
Co-ordinate and regularly re-deploy Junior Medical Staff
at both UHND and DMH in response to the service needs (e.g sickness, absence
due to bad weather) to ensure Medical wards are adequately staffed in times of
unexpected shortage.
Manage, co-ordinate (from rota analysis) and negotiate all
bookings of in-house locums for on-call cover, whilst using own initiative and
persuasive skills in times of short notice, bearing in mind all financial
implications on the annual Medical Staffing budget and EWTD directive and the
impact on temporary staff, both Consultant and Junior.
Frequently negotiate with temporary short term locum staff
(consultants and juniors) to work extra hours on call, ensuring the restraints
of the current EWTD are adhered to, bearing in mind all financial implications.
Liaising and booking in house Consultants for Locum PoD2,
Winter Pressures and additional Bank Holiday duties at DMH and arranging
authorisation and submission of claims.
Also liaising, negotiating rates and booking Juniors for Winter
Pressures and additional MAU and Bank Holiday duties.
Ensure the recruitment of locum Medical Staff
is cost effective and within a timely manner and producing monthly reports for
Finance.
Person Specification
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.
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.
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.
Special Skills & Knowledge
Essential
- Ability to work autonomously and manage own workload; work on own initiative and as part of a multidisciplinary team.
- Understanding of the relevant grades of medical staff and the level of competence.
- Knowledge of clinical systems.
- Knowledge/experience of working with Healthroster and EPR system.
- Application Form & Interview 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.
Person Specification
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.
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.
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.
Special Skills & Knowledge
Essential
- Ability to work autonomously and manage own workload; work on own initiative and as part of a multidisciplinary team.
- Understanding of the relevant grades of medical staff and the level of competence.
- Knowledge of clinical systems.
- Knowledge/experience of working with Healthroster and EPR system.
- Application Form & Interview 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.
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
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)
