Job summary
The Rota Coordinator is an integral member of the Newham Health Collaborative ensuring the provision of high quality patient care by efficiently deploying staff across our range of services.
As part of a team of Coordinators’ you’ll be the first point of contact for staff booking shifts to our portfolio of patient facing services, including 7 days GP access, Urgent Care Centre and 111 divert services and covid vaccination hubs.
You’ll proactively manage staff by rostering them into the rota and filling any potential gaps by matching their qualifications, registration, skills, knowledge and experience, ensuring that candidates are appropriately booked.
Crucially, you’ll be the lynch pin between NHC and temporary/locum staff, so you must be great at building and maintaining relationships, responsive in terms of dealing with any issues that may arise and escalating to management when necessary.
This is an exciting opportunity to join us as we continue to grow our services portfolio, which in turn will help you to develop your career, learn new skills and build key relationships with a range of disciplines across the organisation and partners.
Main duties of the job
This post will require
an individual with excellent planning and organisational skills. The successful
candidate will be required to work closely with the Patient Services Service
Managers, NHC Medical Director, HR leads and the Clinical leads for each
service to support the needs of these busy, exciting and new services. The post
holder will be proficient in Microsoft office, with exemplary attention to
detail and be a great communicator. The post holder will be expected to work
with all staff to review and implement system and process to positively impact
on the efficiency of locum booking procedures with consideration to reduce NHC
spend, increase patient safety and reduce errors.
About us
Newham Health
Collaborative Ltd (NHC) is a GP federation representing all the GP practices
within the Newham borough boundaries. This covers a population of approximately
400,000 patients. We are established as a limited company, wholly owned by our
47 GP practice members.
Since October 2021, NHC is providing patient-facing services at
different locations in the Newham Borough. The Rota Coordinator needs to work with
a wide range of clinical and non-clinical staff. Establish and maintain effective administrative systems and processes
between Patient Services, HR and Payroll. Manage frequent change within these
systems and update the team accordingly.
Candidates offered a role with Newham Health Collaborative, who are aged 18 and over and who will play a part in supporting patient care as part of their role will be required to evidence that they have received a complete course of an approved COVID-19 vaccine, subject to limited exceptions, by no later than 1 April 2022. This will include front-line workers, as well as non-clinical workers not directly involved in patient care but who nevertheless may have direct, face to-face and/or incidental contact with patients, such as corporate staff including admin, receptionists, specialist staff etc.
Job description
Job responsibilities
The post
holder will use their knowledge and expertise of managing the rotas to identify
problems and using their own initiative provide and enact solutions to rota
issues. This will require liaison with all teams to ensure vacancies are
covered as efficiently as possible. The post holder will be expected to monitor
future rotas and plan ahead in order to reduce the number of vacant shifts.
This means this work is managed, rather than supervised and therefore requires
an element of option appraisal and judgment in identifying the most appropriate
solution to a staffing issue.
Review unexpected absences daily and use
own initiative to find and enact solutions to ensure gaps in the rota are
mitigated and services are able to provide a safe level of cover, escalating
areas of concern to the relevant Service Manager if unable to resolve.
Be responsible for arranging the
provision of locum cover for clinical and non-clinical staff from the NHC staff
bank and from external agencies where this is needed.
Contact staff directly if urgent cover is
required, including face to face/calls/emails/sending group texts. This will
involve the use of initiative and judgement to negotiate hours of cover with staff,
Service Managers and the NHC Medical Director
Job description
Job responsibilities
The post
holder will use their knowledge and expertise of managing the rotas to identify
problems and using their own initiative provide and enact solutions to rota
issues. This will require liaison with all teams to ensure vacancies are
covered as efficiently as possible. The post holder will be expected to monitor
future rotas and plan ahead in order to reduce the number of vacant shifts.
This means this work is managed, rather than supervised and therefore requires
an element of option appraisal and judgment in identifying the most appropriate
solution to a staffing issue.
Review unexpected absences daily and use
own initiative to find and enact solutions to ensure gaps in the rota are
mitigated and services are able to provide a safe level of cover, escalating
areas of concern to the relevant Service Manager if unable to resolve.
Be responsible for arranging the
provision of locum cover for clinical and non-clinical staff from the NHC staff
bank and from external agencies where this is needed.
Contact staff directly if urgent cover is
required, including face to face/calls/emails/sending group texts. This will
involve the use of initiative and judgement to negotiate hours of cover with staff,
Service Managers and the NHC Medical Director
Person Specification
Other
Essential
- An ability to maintain confidentiality and trust.
- Commitment to continuing professional development.
- Positive and flexible approach to work.
- Ability to travel and work from different sites.
Desirable
- Professional, calm and efficient manner.
Skills and Abilities
Essential
- Demonstrates excellent customer service skills.
- Excellent verbal and written skills.
- Able to prepare routine correspondence independently
- Good organisational skills.
- Able use own initiative to plan and prioritise own workload to
- meet deadlines.
- Ability work effectively in a team.
- Excellent attention to detail.
- Ability to work and adapt to a changing environment.
- Self-motivated.
- Reliable, flexible & adaptable.
- Ability to use initiative.
- Creative & innovative.
- Ability to stay calm and focused.
Qualifications
Essential
- GCSE in English Language/Maths (Grades A-C) or equivalent experience.
- Computer literate including use of Microsoft Office/Excel.
- Evidence of recent professional development.
Experience
Essential
- At least 3-5 years experience working as part of a busy team.
- Ability to work to strict deadlines.
- Experience of providing an effective customer service, including to customers who may be stressed, upset or angry.
- Experience of appropriately dealing with confidential and sensitive information.
- Experience of contributing to the effectiveness of a team.
- Understanding of rotas and staffing requirements.
Desirable
- Experience of dealing with difficult situations and confrontations.
- Experience of working with clinical professionals.
- Previous role requiring analytical skills.
- Experience with electronic rota systems.
Person Specification
Other
Essential
- An ability to maintain confidentiality and trust.
- Commitment to continuing professional development.
- Positive and flexible approach to work.
- Ability to travel and work from different sites.
Desirable
- Professional, calm and efficient manner.
Skills and Abilities
Essential
- Demonstrates excellent customer service skills.
- Excellent verbal and written skills.
- Able to prepare routine correspondence independently
- Good organisational skills.
- Able use own initiative to plan and prioritise own workload to
- meet deadlines.
- Ability work effectively in a team.
- Excellent attention to detail.
- Ability to work and adapt to a changing environment.
- Self-motivated.
- Reliable, flexible & adaptable.
- Ability to use initiative.
- Creative & innovative.
- Ability to stay calm and focused.
Qualifications
Essential
- GCSE in English Language/Maths (Grades A-C) or equivalent experience.
- Computer literate including use of Microsoft Office/Excel.
- Evidence of recent professional development.
Experience
Essential
- At least 3-5 years experience working as part of a busy team.
- Ability to work to strict deadlines.
- Experience of providing an effective customer service, including to customers who may be stressed, upset or angry.
- Experience of appropriately dealing with confidential and sensitive information.
- Experience of contributing to the effectiveness of a team.
- Understanding of rotas and staffing requirements.
Desirable
- Experience of dealing with difficult situations and confrontations.
- Experience of working with clinical professionals.
- Previous role requiring analytical skills.
- Experience with electronic rota systems.
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.
