Job summary
Clinical Operations Coordinator
Based: Longbow Close, Shrewsbury
We are
recruiting for a Clinical Operations Co-ordinator to join our team at Shropdoc
based at Longbow Close in Shrewsbury. This position will involve working within
a small team of Clinical Operations Co-ordinators to ensure that appropriate
levels of staff and clinical safety is always maintained.
This
is an interesting and varied role offering the opportunity to work at the heart
of Shropdoc Operations department, ensuring that the right people are in the
right place at the right time.
The successful candidate will:
have
demonstrable effective communication skills
have
excellent numerical and literacy standards
have
excellent attention to detail
be
flexible and able to adapt to meet changing needs and priorities
be computer
literate with Microsoft Office
have the
capability to work well within a team and use their own initiative
Shropdoc is passionate about inclusion and diversity. Welcoming applications from individuals of diverse background.
** We reserve the right to close the vacancy earlier if a large number of applications are received. **
Main duties of the job
You will be responsible for clinical and non-clinical rota planning, filling shifts and supporting with implementing improvements to further develop the rotas. The role is key to the day to day functioning of the organisation, ensuring all clinical shifts are covered as well as supporting the provision of continued high quality patient care
You will need to be a motivated person with an eye for detail and who enjoys working in a methodical manner. You will thrive in a setting where you are required to respond proactively and efficiently in what can be a fast-paced, changing environment.
About us
Shropdoc is a not-for-profit company established in 1996. We
provide 24/7 urgent primary care services for patients across Powys,
Shropshire, Telford and Wrekin, and Lancashire, including out of hours service
GP, care coordination, single point of access in Shropshire, and an oncology
advice line.
We care about our team of over 200 colleagues. We strive to
provide quality patient care, a working community with integrity and kindness,
and are committed to continually developing our staff. Our vision and values of
Community, Quality, Kindness, Integrity, and Development are at the heart of
all that we do, enabling us to achieve the best outcomes for patients and for
our colleagues.
Job description
Job responsibilities
1. JOB SUMMARY
Working as part of the Clinical Team, utilizing your Rota management experience you will be
responsible for planning, organizing and maintaining Clinical Rotas while ensuring compliance
with the working time directive, rota guidelines, Company policies/procedures, as well as associated
legislation and best practice.
As part of this you will develop and maintain excellent relationships with the affected Employees,
Line Management and Colleagues to ensure we have full clinical cover across all bases.
2. KEY TASKS AND RESPONSIBILITIES
1. To coordinate the scheduling of your Rota in line with Shropdoc requirements using the
RotaMaster system whilst ensuring compliance with working time directives, Rota
guidelines and company policies and procedures.
2. Be responsible for ensuring Rota fill levels at least 6 weeks ahead of schedule and any
deficiencies/shortfalls are escalated to your line Manager in the daily catch up.
3. Responsible for planning the next rota role and ensure that the rota is rolled quarterly
and at least 6 weeks ahead of the previous rota ending.
4. Ensure all shift bookings are appropriately recorded on RotaMaster on a weekly basis.
5. Ensure that all email, telephone and text communication is in line with acceptable
business standards and that only the approved tools are used to communicate.
2
Clinical Operations Coordinator
6. Provide guidance and training to GPs and staff on the use of NetMaster for web
bookings, shift exchange etc.
7. Participate in regular departmental meetings to discuss issues affecting performance,
including shift fill rates and absence levels and help generate ideas to fulfill Rotas.
8. Handle all queries. For example, payroll session queries, adjustments, indemnity
queries, training etc and escalate when needed.
9. To assist the department to meet the requirements of any relevant accreditation, audit,
e.g., CQC, ISO/IGSOC/Safe guarding.
10. Provide cover and support as designated by your manager wherever needed in order to
support the team in filling rotas as a result of sickness or absence
11. To undertake any other duties of a similar nature consistent with the responsibilities of the
post in order to provide a quality service.
12. In line with other posts this post may be subject to change according to service needs, in
consultation with the post holder.
Job description
Job responsibilities
1. JOB SUMMARY
Working as part of the Clinical Team, utilizing your Rota management experience you will be
responsible for planning, organizing and maintaining Clinical Rotas while ensuring compliance
with the working time directive, rota guidelines, Company policies/procedures, as well as associated
legislation and best practice.
As part of this you will develop and maintain excellent relationships with the affected Employees,
Line Management and Colleagues to ensure we have full clinical cover across all bases.
2. KEY TASKS AND RESPONSIBILITIES
1. To coordinate the scheduling of your Rota in line with Shropdoc requirements using the
RotaMaster system whilst ensuring compliance with working time directives, Rota
guidelines and company policies and procedures.
2. Be responsible for ensuring Rota fill levels at least 6 weeks ahead of schedule and any
deficiencies/shortfalls are escalated to your line Manager in the daily catch up.
3. Responsible for planning the next rota role and ensure that the rota is rolled quarterly
and at least 6 weeks ahead of the previous rota ending.
4. Ensure all shift bookings are appropriately recorded on RotaMaster on a weekly basis.
5. Ensure that all email, telephone and text communication is in line with acceptable
business standards and that only the approved tools are used to communicate.
2
Clinical Operations Coordinator
6. Provide guidance and training to GPs and staff on the use of NetMaster for web
bookings, shift exchange etc.
7. Participate in regular departmental meetings to discuss issues affecting performance,
including shift fill rates and absence levels and help generate ideas to fulfill Rotas.
8. Handle all queries. For example, payroll session queries, adjustments, indemnity
queries, training etc and escalate when needed.
9. To assist the department to meet the requirements of any relevant accreditation, audit,
e.g., CQC, ISO/IGSOC/Safe guarding.
10. Provide cover and support as designated by your manager wherever needed in order to
support the team in filling rotas as a result of sickness or absence
11. To undertake any other duties of a similar nature consistent with the responsibilities of the
post in order to provide a quality service.
12. In line with other posts this post may be subject to change according to service needs, in
consultation with the post holder.
Person Specification
Experience
Essential
- - Experience of running an electronic rota system in a 24/7 operation
- - Monitoring annual leave, sickness
- - IT proficient, in MS Excel, MS Word, MS Outlook
Desirable
- - Experience in using Rotamaster
- - Experience of working in a clinical/out-hours/urgent care environment
- - Working time directive knowledge, Data protection, GDPR
- - Experience of working within a rota team
Person Specification
Experience
Essential
- - Experience of running an electronic rota system in a 24/7 operation
- - Monitoring annual leave, sickness
- - IT proficient, in MS Excel, MS Word, MS Outlook
Desirable
- - Experience in using Rotamaster
- - Experience of working in a clinical/out-hours/urgent care environment
- - Working time directive knowledge, Data protection, GDPR
- - Experience of working within a rota team
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.
