Rota Co-ordinator

Job description

Job responsibilities

1. Key Responsibilities

Rota Administration

Maintain, update and publish out of hours rotas on the e-roster system and in other formats to required parties on a daily basis including but not limited to all trainee rotas, consultant rota and section 12 rota.

Ensure future and current rota gaps are identified; escalated and temporary cover is sought using the internal bank or external agencies via NHSP and contingency plans are agreed and in place.

Use all systems required to excel in the role including but not limited to healthroster.

Respond to any queries escalating or signposting as necessary providing excellent customer service to all.

Liaise with the Medical workforce team, trainee representatives, on-call consultants and Clinical Directors in the production of a safe rota and ensure it is distributed in a timely manner meeting code of practise and escalating any risks.

Identify rota issues and escalate to medical workforce or clinical directors as necessary.

Ensure rotas and safe and compliant not breaching rest rules, working with medical workforce colleagues when unsure.

Providing complex information (complex Rosters and Rotas) to medical staff to them where persuasive, motivational and negotiating skills are needed. Doctors requests often conflict with the staffing needs of the department. Responding to requests for swaps, leave etc.

Organising prospective cover where needed

Proactively acting and thinking creatively when needed to help fill staff gaps on the Roster / Rota (ie offering different shift hours, uplifting hourly pay to reflect additional duties, sending doctors home to come back and cover out of hours shifts) to avoid the need for Bank and Agency cover.

Locum and Agency Administration

Support the recruitment of locum agency and bank staff, following necessary processes and procedures

Ensuring agency and bank usage and spend is recorded and share the reports with relevant parties as required.

Adhere to all trust and nationally agreed rules / terms and conditions around the use of bank and agency staff.

Ensure IT logins, IT system access and laptops are requested and available for doctors.

Put in systems and guides for out of hours agency and bank doctors to access relevant systems.

Ensure local induction guides are in place for out of hours doctors who havent worked in one of our sites.

Collecting and scanning CVs on behalf of medical managers, checking right to work and GMC before sending for approval.

Work with the services and clinical directors to reduce bank and agency spend by supporting with recruitment, identifying gaps, working on plans and strategies and keeping up to date with the medical establishments.

Healthroster Administration

Monitoring of the use of annual and study leave for all staff ensuring that the correct level of cover is provided at all times, liaising with the Education Leads and Medical workforce and healthroster system teams.

Ensure all doctors record all leave and absence on the healthroster system, liaising with admin staff who do this within the services and working with the healthroster team to train doctors to record their leave.

Manage requests for planned annual leave and identifying impact upon capacity and make decisions on whether leave is allowed dependent on service needs. Monitor and track annual leave usage via the eRostering system highlight any discrepancies or concerns.

Manage requests for study leave seeking course relevance approval from required Clinical Supervisors and forwarding to appropriate department/manager for financial approval raising any concerns. Monitor and track study leave usage via the eRostering system, highlight any discrepancies or concerns.

Ensure individual doctors working patterns are added to healthroster

Finalise rosters and ensure they are accurate and up to date

Absence Management

Being a point of contact for sickness reporting, to be recorded appropriately and to ensure sickness cover for rotas and wards/services is sought.

Ensure return to work meetings happen between clinical supervisor and doctor.

Support referrals to Occupational health as required

Be aware and up to date on absence policies and process.

Liaise and escalate to HR when doctors trigger formal absence management procedures and support Consultants and Clinical directors with these processes as required including minute taking at some meetings.

Support with putting in reasonable adjustments where agreed.

Sending regular sickness reports to clinical directors, service managers and medical directors.

Recruitment and Induction Planning

Support with recruitment

Arranging local inductions for new starters with their services and for their out of hours rotas if applicable.

Ensuring all doctors have IT access and laptops from start date.

Liaising with medical workforce and education to identify junior doctor gaps in the services and leading this recruitment.

Attending Junior doctor inductions to discuss any rota issues.

Working with medical workforce to ensure establishment information is up to date.

Service Support and Management

Support the completion of change, new starter, expenses, leavers, and any other payroll forms as required.

Provide pastoral support to all medical staff, signposting them to necessary support and escalating concerns when required. This will require the development of strong relationships with key stakeholders.

Organise social and team building events for medical staff

Suggest improvements to own work, policies and processes that impact medical workforce and develop strategies, plans and policies for whole medical workforce.

The role will manage projects and proactively develop services in a complex,

dynamic environment. The role will be supported to facilitate change programmes.

3.1 Financial responsibility

Order stock and stationary as required.

Oversight of budget on behalf of Clinical directors, ensuring information on bank and agency spend is collected and up to date in liaison with temporary staffing and medical workforce teams.

Act as delegated authoriser for bank and agency locums.

Contribute the financial sustainability programme, ensuring most cost effective rota management whilst maintaining high standards of patient care.

Working within the Trust current rate card, obtaining best value for money whilst ensuring rates are appropriate to the doctors grade. Applying to Senior Management for escalated rate approval as appropriate and following NHSI/E guidelines. Negotiating rates and commissions with agencies and getting the best deal on rates and commission

Monitor taxi useage for doctors and audit monthly.

3.2 Responsibility for IT and Digital Systems/Services

Produce complex reports for service and ensure data inputted is accurate.

Under take audits as required by the service.

• All staff are responsible for the continual compliance with CQC standards and outcomes.

• The postholder must be aware of, and work in line with, the Trusts Safeguarding Adults and Children procedures.

Person Specification

EDUCATION AND QUALIFICATIONS

Essential

• Educated to degree level or equivalent knowledge acquired by experience
• Evidence of continuing professional development including regular attendance on internal and external study programmes

Desirable

• CIPD qualified or equivalent. Project Management qualification or equivalent experience

EXPERIENCE AND KNOWLEDGE

Essential

• oPrevious public sector experience within a Unionised environment. oSubstantial experience of administarion at a senior level oPrevious experience managing out of hours rotas oA high level of knowledge of Microsoft Office tools, including Powerpoint and Excel, good keyboard skills and able to work with multiple systems easily and proficiently Experience of working with medical staff groups Experience of supporting/leading projects to improve service delivery Experience producing reports Experience maintaining electronic systems and databases o.

Desirable

• oProject management skills, tools and techniques oNHS Experience oKnowledge of TRAC, ESR, HealthRoster and other workforce systems

SKILLS AND ABILITIES

Essential

• oExcellent written and high level of verbal English communication skills oAble to exchange confidential sensitive or contentious information following clear guidelines oAble to demonstrate tact and diplomacy oAbility to contribute to team working and to develop good working relationships oEffective in managing own time oAble to plan and organise on-going activities and programmes oAbility to demonstrate a flexible and highly organised approach with an eye for detail oAbility to prioritise and manage own work effectively working on own initiative and identifying risks as necessary. oFlexible approach to tasks

Personal Qualities

Essential

• oConfident and flexible approach to work oIs a positive role model of the leadership behaviours that build engaged staff and teams. oReliable, tactful and discreet oMotivates others and solution focussed oCredible with strong sense of integrity. oCalm, empathetic and logical when faced with urgent and stressful situations. oCommitment to helping to provide equitable services for all health service users and NHS staff. oCommitment to the principles of lifelong learning and continuous professional development.

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.

Certificate of Sponsorship

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

North London NHS Foundation Trust

Address

Trustwide

St Ann's Hospital

London

N15 3TH

Employer's website

https://www.northlondonmentalhealth.nhs.uk/ (Opens in a new tab)