Rota Coordinator

An exciting opportunity has arisen for a Rota Co-ordinator to join the Women's Health Service at Whittington Health NHS Trust. The post holder will provide a comprehensive and high quality service to all Medical staff within the ICSU, contributing to the continued development of the service to support our clinical services. The post holder will manage and co-ordinate the Consultant and Junior Doctors’ rotas (including sourcing of locum cover), ensuring compliance with contractual requirements and the European Working Time Directive (EWTD).

To manage processes for capturing and recording annual, sick, study and professional leave for both junior doctors and consultants.
Provide up to date induction packs during rotation weeks explaining ICSU’s processes to Junior Doctors

To develop and maintain administrative systems including SOP’s to ensure efficient and effective operation of the on-call rota and locum cover across Women's Health

Maintain and update database of all vacant junior doctor shifts to be covered either by agency or locum.
Provide regular updates for the consultant on-call rota, escalating gaps to the appropriate manager where service delivery may be compromised as a consequence

Liaise with nominated junior doctor and senior medical staff on a regular basis to facilitate the smooth and efficient running of all rota’s

Liaise with medical HR to be aware of the incoming junior and medical staff and proactively inform the relevant consultants of any gaps

This role will manage the processes and control procedures to ensure that leave arrangements, rota’s and agency and locum utilisation are effectively managed across the Gynaecology and Obstetric services within Women's Health

Rota
- To manage processes for capturing and recording annual, sick, study and professional leave for both junior doctors and
- To work with the Service Managers to embed the leave policy within the ICSU’s.
- Provide up to date induction packs during rotation weeks explaining ICSU’s processes to Junior Doctors.
- To develop and maintain administrative systems including SOP’s to ensure efficient and effective operation of the on-call rota and locum cover across Women’s Health
- Maintain and update database of all vacant junior doctor shifts to be covered either by agency or
- Provide regular updates for the consultant on-call rota, escalating gaps to the appropriate manager where service delivery may be compromised as a consequence
- Liaise with nominated junior doctor and senior medical staff on a regular basis to facilitate the smooth and efficient running of all rota’s
- Liaise with medical HR to be aware of the incoming junior and medical staff and proactively inform the relevant consultants of any gaps
- All rotas to be completed and uploaded 6 weeks in advance

Communication
- Ensure rotas are circulated to key staff throughout the directorate including consultants, trainees, site and switchboard in a timely manner, with changes to any published rota being effectively communicated to these staff and uploaded to the Trust intranet
- Consistently work in close partnership with management and the relevant clinical teams to ensure transparency of issues and robust solutions through recruitment
- To provide appropriate handover to the Assistant Service Manager when taking leave
- Maintain a professional manner and appearance at all times
- Communicate sensitively and effectively with all staff and junior doctors, using active listening and adapting communication style and methods as necessary to meet their needs
- Participate in meetings as appropriate
- Deal with complex queries
- Demonstrate the high levels of customer care and be an ambassador for the trust
- Ensure high levels of agency and clinician satisfaction being accessible, focused, and a knowledgeable point of contact

Agency and Locum Spend
- Liaise with agencies to ensure they comply with protocol, payments and cap rates (as authorised by the Trust).
- To ensure the processes for doctors joining/leaving the ICSU are efficiently and effectively managed to shorten the period for which locums may be
- To develop and embed ICSU control mechanisms for locum
- Investigate agency locum’s non-attendance and process for
- Implement departmental guidelines for processing payments for locums
- To ensure timesheets are finalised in an efficient manner according to Trust
- Liaise regularly with the appropriate colleagues in the ICSUs’ Finance teams to ensure accuracy of data regarding agency and locum spend
- Drive the Trust’s Cost Improvement agenda by proactively managing rota gaps to encourage uptake of shifts via the Trust’s bank resource, thus minimising agency spend

Leave Management
- To maintain the escalation process for leave
- To maintain the escalation process for non-compliance to the
- To input/maintain all Junior Doctors Leave and sickness on ESR/Allocate.
- To input/maintain all consultant Leave and Sickness on ESR and Allocat