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 Surgical Directorate. 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 Trust wide 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 and 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 Surgery
Trust wide.
Co-ordination and recording of all Annual and Study Leave
for Junior Medical Staff Trust wide within the Division including
authorization 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 (eg sickness, absence due to
bad weather) to ensure Surgical 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 EWT 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 SAU 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.
Where Agency Locums are required, liaise with General
Manager/ Service Manager and regularly complete and forward the required forms
for submission to the Weekly Workforce Group meeting in a timely manner for
medical staff at DMH and UHND.
Liaise with Medical Staff, Service Managers and Payroll
Managers to ensure all appropriate documentation is completed accurately and
submitted in a timely manner and where necessary make enquiries and follow-up
non or late payment.
Frequently provide Departmental Induction for new and
incoming Locum Medical Staff within the Division Trust Wide. Responding to any
queries, giving advice/guidance where appropriate.
Preparation of documentation for Junior Doctors rotations at
DMH and attendance and participation at Local Induction for DMH and UHND.
Attend and participate in the Junior Doctors Forum and
respond to queries, giving guidance and advice.
Co-ordinate venues, preparation of agendas, minute taking of
meetings, and attendance at relevant meetings Trust wide. Draft e-mails, make
enquiries and following-up and report back where necessary, eg arrange a
meeting with Divisional Leads.
Co-ordinate, arrange and manage the Division of Medicine CMT
Yearly Teaching Programme. Allocate trainee speakers, book Consultant speakers,
venues, and arrange sponsorship with regular updates and re-circulation of
all amendments.
Co-ordinate and manage the Division of Surgery DMH Medical
Staff Lunchtime Postgraduate Programme, arranging sponsorship and speakers.
Arrange alternative speakers at short notice, when required with regular
updates and re-circulation of all amendments.
Liaise with the Postgraduate Department regarding room
bookings and meeting schedules.
Collection, storage and audit of statistics relating to
rotas/scheduling/attendance at Divisional Education Meetings for Consultants
CPD/Job Plans/Appraisals etc.
Record, maintain, regularly update and circulate as
appropriate the Consultant and Junior Medical Staff Contact Details of the
Directorate Trust wide held in case of emergency, ensuring confidentially and
data protection at all times.
Dealing with constant telephone calls and e-mails
/enquiries/disturbances throughout the day regarding rotas/annual
leave/authorisation by juniors to swap shifts/ staffing/locums/clinic
cancellations etc acting upon them as appropriate using own initiative, and
if appropriate seek the advice of a Senior Manager.
Undertake audit work as required by Consultants or senior
personnel and to collect and collate any statistical data as required.
Frequently arrange accommodation for Locum doctors and
liaise and co-ordinate requests with Patient Environment Manager and Medical
Staffing.
Allocate, issue and maintain an up-to-date record of all
Bleeps within the Division. Arrange re-charge for any damaged or non-returned
Bleeps within the Division with Network Services Manager and Payroll.
Work with the Service Manager regarding Demand, Capacity and
18 week monitoring.
Undertake audit work
as required by the Senior Managers and to collect and collate any statistical
data as required.
Flexibility to use own initiative to prioritise own workload,
with the ability to cope under pressure. Be able to work individually, and also
part of a team, eg liaising with Consultants and Medical Staffing to appoint
Agency staff and arrange necessary training/induction etc.
Ensure confidentiality processes and policies are adhered to
at all times.
To liaise with Medical Staffing to promote effective
communications within the Directorates and ensure that prompt action for any
personnel issues that may arise.
Liaise with Education Centre Staff to ensure that Medical
Staff are released to attend weekly training sessions, and as and when
required.
Liaise with other Departments (eg IT, Infection Control)
with regard to any problems encountered by the Junior Medical Staff.
In the absence of the Line Manager to provide day-to-day
management to the Medical Secretaries in the Directorate of Surgery. Recording
all sickness/absence and acting
accordingly and deploying staff where required.
Attend any meetings relevant to administration within the
Trust
Ensure the availability of accurate statistical data in
accordance with the needs of the Division.
Support the Divisions Clinical Governance Agenda.
Participate in audit and research programs as required.
Essential to establish and maintain good communication with
service users of all levels both Trust wide and externally and the ability to
work with them to resolve any issues, eg Juniors no longer in the Trust
contacted for availability of Locum duties in times of emergency which cannot
be covered by existing staff.
Good rapport with Divisional Managers/Service
Managers/Consultants/Juniors to establish
a strong connection and goodwill to aid smooth
running of the service
