Rota Co-Ordinator

County Durham & Darlington NHS Foundation Trust

Information:

This job is now closed

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

Date posted

19 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9439-24-1179

Job locations

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX


University Hospital Of North Durham

North Road

Durham

DH1 5TW


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)


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)


For questions about the job, contact:

Admin Manager

Diane Dufton

Diane.dufton@nhs.net

07780189745

Date posted

19 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9439-24-1179

Job locations

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX


University Hospital Of North Durham

North Road

Durham

DH1 5TW


Supporting documents

Privacy notice

County Durham & Darlington NHS Foundation Trust's privacy notice (opens in a new tab)