Rota Co-Ordinator

1 month ago

Darlington, United Kingdom County Durham & Darlington NHS Foundation Trust Full time

Job summary

An exciting opportunity has arisen for an enthusiasticindividual to join the Medicine Care Group asa rota co-ordinator.

The successful post holder will be the first point ofcontact for all forms of communication for the junior medical team in managingthe duty rotas for the Care Group across Darlington Memorial Hospital andUniversity Hospital of North Durham and provide advice and support whereappropriate.

Applicants should have the ability to proactively problemsolve and work well under pressure, display excellent interpersonal andcommunication skills, effectively be able to escalate issues and have apositive attitude to maintaining high standards.

You will work as part of a team, however shouldbe able to work unsupervised using your own initiative.

Main duties of the job

Co-ordination of leave requests Trust wide for all MedicalStaff within the Medicine Care Group, including those working cross-site. Scrutinising applications to ensure adequatecover and on discovering discrepancies, bringing this to the attention of theCSM/Clinical Supervisor.

Regularly arranging medical cover at short notice to ensurecontinuity of service to ensure patient safety.

Recording Emergency Contact Details Trust wide and continualupdating of the same.

About us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager

You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks

We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented

From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.

Full Job Descriptions can be found in the adverts supporting documents

Job description

Job responsibilities

Collation of all information relating to incomingF1/F2/CT/ST doctors in readiness for the preparation, co-ordination,distribution and daily management of the Monthly DMH and UHND On-Call Rotasacross the Trust in the Medicine Care Group.Constant changes and daily updates as a result of last minute swaps ofduty, sickness etc. and continual leave applications.

Set up, management and central point of contact for theDoMEC Trustwide database for Consultant Annual and Study Leave applications andClinic changes/cancellations. Promptlydealing with numerous applications/requests on a daily basis and liaising withService Managers and the General Manager where necessary, identifying andnotifying Service Managers of urgent requests to avoid late cancellation. Prompting Managers if the correct procedurehas not been followed and instruction to all new users of the system. Keeping an up to date record of allauthorisations.

Manage and record Consultant Annual and Study Leave withinthe Division of Medicine Trustwide.

Co-ordination and recording of all Annual and Study Leavefor Junior Medical Staff Trustwide within the Division, including authorisationof Junior Medical Staff Leave. Regularlychallenging applications which would result in a staffing shortfall and suggestingalternative dates or rota swaps to resolve issues.

Constantly monitor and record sickness absence ofConsultants and Junior Medical Staff, ensuring all relevant departments areinformed (also Deanery for CMT doctors) and shifts covered ensuring patientcare is not compromised. ForwardingReturn to Work interview forms to Clinical Supervisors and ensuring these arereceived, a copy kept and then forwarded onto Medical Staffing.

Co-ordinate and regularly re-deploy Junior Medical Staffat both UHND and DMH in response to the service needs ( sickness, absencedue to bad weather) to ensure Medical wards are adequately staffed in times ofunexpected shortage.

Co-ordinate and regularly re-deploy Junior Medical Staffat both UHND and DMH in response to the service needs ( sickness, absencedue to bad weather) to ensure Medical wards are adequately staffed in times ofunexpected shortage.

Manage, co-ordinate (from rota analysis) and negotiate allbookings of in-house locums for on-call cover, whilst using own initiative andpersuasive skills in times of short notice, bearing in mind all financialimplications on the annual Medical Staffing budget and EWTD directive and theimpact on temporary staff, both Consultant and Junior.

Frequently negotiate with temporary short term locum staff(consultants and juniors) to work extra hours on call, ensuring the restraintsof the current EWTD are adhered to, bearing in mind all financial implications.

Liaising and booking in house Consultants for Locum PoD2,Winter Pressures and additional Bank Holiday duties at DMH and arrangingauthorisation and submission of claims.Also liaising, negotiating rates and booking Juniors for WinterPressures and additional MAU and Bank Holiday duties.

Ensure the recruitment of locum Medical Staffis cost effective and within a timely manner and producing monthly reports forFinance.

Person Specification

Special Requirements

Essential

Ability to work flexible shifts if necessary. Willing to undertake any training required for the post. Able to travel across Trust sites as required for the post.

Desirable

Aware of Information Governance health and safety.

Experience

Essential

Proven track record of working with different levels of staff. Experience of data entry/ input and ability to extract data and formulate statistical reports. Administration experience.

Desirable

NHS experience. Experience of managing rotas in a clinical environment.

Qualifications

Essential

Minimum 5 GCSE at grades A to C (English Language Essential) or equivalent qualification, or equivalent knowledge gained through work experience. NVQ Level 4 or Diploma or equivalent or equivalent knowledge gained through relevant work experience ECDL qualification.

Desirable

Training and knowledge of Healthroster.

Special Skills & Knowledge

Essential

Ability to work autonomously and manage own workload; work on own initiative and as part of a multidisciplinary team. Understanding of the relevant grades of medical staff and the level of competence. Knowledge of clinical systems. Knowledge/experience of working with Healthroster and EPR system. Application Form & Interview associated with each grade and specialty. Excellent IT skills including good working knowledge of full Microsoft Office Suite and Windows Operating Systems. Knowledge of Data Protection and Caldicott Principles. Excellent communication and interpersonal skills including verbal, written and telephone and the ability to present a positive and professional image at all times. Ability to maintain complete confidentiality and discretion and understand the need for tact and diplomacy. Adaptable, determined, self-motivated and enthusiastic with competence in dealing with situations involving other people. Good organisational skills to meet demanding delivery schedules and provide support to trust staff. Excellent time management, organisational and prioritisation skills and ability to work under pressure. Knowledge and experience of medical terminology.

Desirable

Knowledge of clinical systems. Knowledge/experience of working with Healthroster and EPR system.

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