Rota Co-ordinator

6 months ago

Wigan, United Kingdom Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Full time

Choose Well - Choose WWL

Job overview

The post-holder will administratively support the Division in providing a high standard of medical cover/care with regard to all issues affecting medical staff cover and is responsible for initiating the necessary action in order to maintain service requirements.

You will be working in a busy environment with rapidly changing demands. You will need to manage your own priorities to meet the demands of the service.

Excellent communication skills are required at all levels, as is the ability to maintain attention to detail whilst working under pressure.

You will have knowledge of NHS Doctor’s rota issues, including National initiatives and European Working Time Directive. Knowledge of Microsoft Office, in particular Excel, is essential. Experience of working in the NHS and with electronic rostering systems is desirable

Candidates will be asked to present original qualification certificates at interview stage. 

Please note this vacancy may close earlier than the specified closing date if a high volume of suitable applications are received. 

Main duties of the job

This post involves working with junior doctors and senior colleagues and is instrumental in the creation, implementation and management of junior doctor rotas. It also oversees the procurement of locum cover where vacancies occur; ensuring that at all times the most cost effective option is achieved. 

You will be working within the medicine division. You will be working in a busy environment with rapidly changing demands.

The Rota Co-ordinator will be responsible for achieving a high standard of medical cover by the efficient deployment/maximisation of medical staff resources within the Division, by the concise allocation of duties for junior and middle grade doctors.

The post-holder is responsible for keeping accurate financial and attendance records and is expected to contribute to workforce planning.

Working for our organisation

Choose Well – Choose WWL

Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

On-Call

Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.

Detailed job description and main responsibilities

Planning and Organisational Duties

Ensure as far as practicable, appropriate medical cover to all aspects of the Division’s services at all times. To have an understanding of substantive medical staff posts within the Division and the Division’s service needs. To have an understanding of the European Working Time Directive (EWTD). To help update policies/procedures for annual and study leave based upon service needs, and procedures for sickness reporting. Ensure that all medical staff within the Division is aware of these policies/procedures. Co-ordinate and approve annual/ study leave/ leave of absence for all medical staff in the Division. Input all leave of absence of medical staff on database, ensuring accurate records are maintained. Liaise with the Training Department regarding medical staff’s study leave requests. To support the monitoring/compliance of all medical staff sickness absences within the Division Ensure the Educational Supervisors are notified of any sick leave for junior and middle grade doctors to enable them to have their ‘Return to Work’ interviews. Prepare detailed medical staff cover plans for ward areas. Allocate concise duties to medical staff, taking into account any specific training needs of the doctors in post, and the complexities of EWTD. Identify service gaps and plan/initiate the acquisition of any locum doctors required in a timely fashion in order to meet service needs. Compile/produce duty rotas for all levels of medical staff ensuring adequate levels are maintained. Distribute duty rotas in timely manner to facilitate service requirements. Provide cross cover and support to the other Medical Staff Co ordinators

Responsibility for Finance

Take into account the financial impact on the Division when initiating the acquisition of locums. Verify extra duty payment claims are correct before being passed for authorisation/payment.

Responsibility for Information Resources

Maintain accurate record of locum usage with necessary audit trail. Maintain accurate records of extra duty payments for doctors. Maintain records of attendance, annual leave, study leave, professional leave, and special leave. Record and report sick leave to Educational Supervisors & Payroll Department. Maintain records showing compliance of EWTD for audit purposes

Responsibility for Human Resources

Initiate recruitment for vacant posts to maintain medical staff establishment and avoid service gaps

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Responsibility for Patients / Service Users

Ensure adequate medical staff cover is provided for all relevant areas, including wards, outpatient and theatre sessions.

Personal Responsibilities

Act as a role model To maintain own current awareness of NHS issues, local and national health policy. To undertake and participate in Trust-wide and Divisional initiatives To identify own training and development needs and undertake appropriate training/education as required. To work in accordance with the corporate objectives. To maintain confidentiality at all times in accordance with the NHS and professional codes

Person specification

Qualifications

Essential criteria

GCSE Level or equivalent in English Proven competence in MS Word/Excel/Outlook with excellent typing/keyboard skills

Experience

Essential criteria

Experience of working in NHS Experience in working in a busy environment Awareness and understanding of NHS issues Experience in working in a multidisciplinary environment Administrative background

Skills

Essential criteria

Liaise with Medical Staff and Management Problem solving Propose and deliver necessary changes in processes and procedures Produce reports Excellent communidation skills Excellent time management skills Ability to plan, organise and prioritise capability/capacity to respond to deadlinesas well as constantly changing situation

Additional

Essential criteria

There is a need for positive/flexible attitude regarding the workload management Working outside normal hours may be required Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

Knowledge

Essential criteria

Developed computer and IT skills

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