Rota Coordinator Specialist

3 days ago

Isleworth, Greater London, United Kingdom NHS Full time

About the Role

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West Middlesex University Hospital is seeking a skilled and experienced Rota Coordinator to join our dynamic operational management team.

The successful candidate will be responsible for providing effective rota coordination for Planned Care Surgery doctor rotas at West Middlesex Hospital, assisting with recruitment, maintaining accurate records of doctors annual and study leave, sickness absence.

This is an exciting opportunity to work closely with the clinical rota leads, clinical administrative staff, and service managers to ensure the smooth running of medical staffing rotas and management of medical leave.

About Us

Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts, operating two main acute hospital sites-- Chelsea and Westminster Hospital and West Middlesex University Hospital.

We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.

Job Responsibilities

  • To update on a daily basis the on call rota and staffing rota for all grades of medical staff within Planned Care Surgery to ensure that adequate levels of staff are available at all times.
  • Manage the Healthroster implementation within all services and be responsible for day to day rota management to support the service
  • Mitigate any impact to the service from staff absences and escalate where there are insufficient staff to cover the service.
  • Establish and maintain comprehensive annual leave, sickness absence, study leave, and mandatory training monitoring systems for clinical staff.
  • Production of monthly reports for locum bookings for finance and additional payments for additional sessions
  • Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets
  • Induction management and co-ordination for the new starters and trainee, including junior doctors
  • Arrange, plan, and take comprehensive and accurate minutes at departmental meetings and project group meetings
  • Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently
  • To liaise with clinical administrative teams where clinical activity needs to be altered to match medical staffing levels. This must be done in line with trust policy with adequate notice.
  • Develop and distribute rotas for staff within the division as required
  • Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary.
  • Work with the Manager to ensure optimal operational performance including the development of efficient and effective systems and processes
  • Oversee reconciling clinics, monitor the numbers daily, and liaise with clinical teams to ensure all clinics are caught up in a timely manner
  • Work with colleagues to ensure effective rota cover and planning.
  • Ensure that you are aware of and engaged with the performance statistics, targets, and priorities to be achieved.
  • To identify areas for action in terms of quality and implement improvements in collaboration with the Divisional management team providing appropriate support
  • Assist with preliminary investigation of complaints as delegated by the Assistant Service Manager or Service Manager, in line with Trust policy and ensuring all sensitive information is handled appropriately.
  • Seek out examples of best practice which might be introduced within the service
  • Ensure that the highest standards of patient care are consistently applied within the Service

Performance Management

Support the Assistant Service Manager or Service Manager to ensure effective processes and procedures are in place to collate, monitor, and track performance, working with Trust performance staff.

Support the Assistant Service Manager or Service Manager to ensure all relevant datasets are accurate and submitted within the timescales provided.

Escalate issues of concern to the Assistant Service Manager or Service Manager and where necessary meet with stakeholders to discuss concerns and capture agreed remedial actions.

Work closely with the administrative PODs to ensure that all leave requests have had appropriate action taken.

  • Anticipate clinical staff shortages and problem areas and take action to minimise the impact of these on service delivery.
  • Ensure all clinical staff have access to rotas and are responsible for checking their shifts.
  • Work with medical staffing (HR) and Service Manager to ensure rotas are compliant.
  • Coordinate all locum/bank bookings within a defined financial envelope.

Communication

Ensure all communication, which may be complex, contentious, or sensitive, is undertaken in a responsive and inclusive manner, focusing on improvement and ways to move forward.

Ensure all communication is presented appropriately to the different recipients, according to levels of understanding, type of communication being imparted, and possible barriers such as language, culture, understanding, or physical or mental health conditions.

Education & Qualifications

Educated to A-level or equivalent healthcare experience.

Experience

Experience of Rota Management.

Intermediate use of MS Excel, Word, PowerPoint, Google Sheets.

Experience working with performance data.

Sound knowledge of acute hospital processes.

Demonstrable experience contributing to operational objectives.

Experience of producing reports for finance for bank and agency staff.

Skills and Knowledge

Evidence of ability to establish, maintain, and consolidate effective working relationships with clinicians and multi-disciplinary teams.

Able to deal with conflict management and problem-solving.

Knowledge of patient administration.

Systems and other relevant Trust systems.

Excellent oral and written communication skills.

Ability to manage own time and balance competing demands.

Good organisational skills in order to plan and prioritise workload.

Ability to use own judgement to resolve problems and queries competently, including those of a sensitive and confidential nature.

Awareness of new developments in the NHS.

Information analysis skills and knowledge of using data to improve services.

Pays attention to detail and ability to initiate and coordinate change to own working practices.

Understanding patient priorities and performance targets related to appointments and waiting times.

Salary: £30,000 - £35,000 per annum

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