Medical Staffing Rota Coordinator | Tameside and Glossop Integrated Care NHS Foundation Trust
| Posting date: | 16 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 per annum |
| Hours: | Full time |
| Closing date: | 16 May 2024 |
| Location: | Ashton-Under-Lyne, OL6 9RW |
| Company: | Tameside and Glossop Integrated Care NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6234790/245-ADM4HR-03-24-A |
Summary
Medical Rota Coordinator - 37.5 hours - Permanent - Band 4
***Previous Applicants need not apply***
An exciting opportunity has arisen for a motivated and dynamic Rota Coordinator to join our Medical Staffing team here at Tameside Hospital. We are a friendly team that provide an integral function within the HR Directorate. You will be one of four Rota Coordinators, reporting to the Medical Staffing Team Leader.
This is a busy role, and would suit someone ideally with experience of working in a medical staffing environment, NHS or Health Care experience is desirable.
The successful candidate will provide a medical staffing service to a clinical division. This will include a broad range of activities including the coordination of medical rotas, inputting of weekly payroll, processing annual/study leave requests and booking locums to cover rota gaps. You will work closely with the Medical Staffing Team Leader, Clinicians and Directorate Managers in order to review rota templates for your division, ensuring compliance with working time regulations, terms and conditions and maximising efficiency.
In addition to supporting the coordination of medical rotas, you will be involved in monitoring of Exception Reporting, and providing analysis and feedback. You will play a key role in the planning and implementation of the junior doctor changeover. You will also work proactively to recruit and develop the Trust Internal Locum Bank.
To be successful in this role, you will have a strong focus on customer service, excellent IT skills (eg: Sharepoint, Excel, Teams, Outlook), an ability to work with complex erostering systems, a good eye for detail, and the ability to prioritise a busy workload. You will also be flexible in providing cross cover in the absence of colleagues and have the ability to build strong and effective relationships with all your key stakeholders.
The post holder will be part of the Medical Staffing weekend on-call which currently operating on a 1 in 6 rota.
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
• Safety
• Care
• Respect
• Communication
• Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ people & Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
MAIN RESPONSIBILITIES
1. To ensure that the medical rotas for your areas of responsibility are compiled in accordance with the agreed template and issued to medical staff in a timely fashion.
2. To regularly review the rota templates with the HR Business Partner, Directorate Manager and Clinical Lead for your area of responsibility, to ensure they continue to meet the needs of the service, are cost effective and compliant with working time regulations and new deal.
3. To ensure that accurate information is provided to the weekend on-call team on a weekly basis.
4. To ensure annual leave and study leave requests for medical staff are managed in accordance with the Medical Leave Policy and local standing operating procedures, providing advice to managers and clinicians where necessary.
5. To advise, where necessary, on the Locum Booking Procedure and supporting documentation, ensuring that all necessary approval and documentation has been received and checked for accuracy prior to making a locum booking.
6. To act in accordance with the Locum Booking Procedure.
7. To ensure all electronic systems contain accurate information and are well maintained for area of responsibility – for example, closing timesheets on electronic systems.
8. To keep the Directorate Manager/Clinician informed of the progression with filling their gaps on the rota on a regular basis, dealing with any queries they may have, or escalating to the HR Medical Manager if required.
9. To ensure timesheets are processed on a weekly basis ensuring accurate payment is made.
10. To ensure all pre-employment checks are in place prior to confirming a locum booking in order to minimise any risk to patient safety.
11. To ensure systems are in place (and are being adhered to) in order to maintain accurate records relating to Locum CVs, GMC checks, references, VISA status, vaccinations and DBS.
12. To ensure that there is a clear audit trail for decisions made in relation to rota management, for example, evidence of Directorate Manager and/or Chief Executive approving shifts that exceed the capped rates.
13. To accurately record all data relating to locum bookings in order to support Trust reporting requirements to NHS Improvement and the Board.
14. To assist in the preparation of evidence that may be required for ad-hoc audits.
15. To ensure compliance with any Trust policies appropriate to your role and implement any changes to procedures and legislation, as directed by the Senior HR Business Partner.
16. To work with the Medical HR Manager, Medical Staffing Team Leader and Divisional Managers to improve systems within medical staffing in order to improve the quality of service and to reduce overall expenditure.
17. To provide general administrative support to the HR team where necessary, including cover in the event of leave or sickness.
18. To provide supervisory support where necessary to any work experience, voluntary or placement students who may undertake work in the Medical Staffing office.
19. To participate in a rota that covers 1:6 weekend working.
KNOWLEDGE AND SKILLS
1. Excellent communication skills, in order to convey information to staff, managers and members of public, some of which may be unwelcome (e.g. that the Trust does not wish to book a doctor)
2. To be able to deal with a busy workload with various conflicting priorities. To be able to manage own workload to ensure that all aspects of the role are fulfilled efficiently and effectively.
3. Understanding of the main principles of locum booking, including the Trust’s Locum Procedure, well enough to be able to advise others, and to train new staff if necessary.
4. Understanding of NHS terms & conditions for all medical staff.
5. Understanding of the Working Time Regulations and New Deal.
6. Ability to accurately input data and use complex eRostering systems. Excellent working knowledge of I.T systems such as Sharepoint, Excel, Teams, Outlook and Word is essential. The ability to use internet sites such as NHS Jobs will be required, as well as the ability to use complex databases where necessary.
This advert closes on Tuesday 23 Apr 2024
***Previous Applicants need not apply***
An exciting opportunity has arisen for a motivated and dynamic Rota Coordinator to join our Medical Staffing team here at Tameside Hospital. We are a friendly team that provide an integral function within the HR Directorate. You will be one of four Rota Coordinators, reporting to the Medical Staffing Team Leader.
This is a busy role, and would suit someone ideally with experience of working in a medical staffing environment, NHS or Health Care experience is desirable.
The successful candidate will provide a medical staffing service to a clinical division. This will include a broad range of activities including the coordination of medical rotas, inputting of weekly payroll, processing annual/study leave requests and booking locums to cover rota gaps. You will work closely with the Medical Staffing Team Leader, Clinicians and Directorate Managers in order to review rota templates for your division, ensuring compliance with working time regulations, terms and conditions and maximising efficiency.
In addition to supporting the coordination of medical rotas, you will be involved in monitoring of Exception Reporting, and providing analysis and feedback. You will play a key role in the planning and implementation of the junior doctor changeover. You will also work proactively to recruit and develop the Trust Internal Locum Bank.
To be successful in this role, you will have a strong focus on customer service, excellent IT skills (eg: Sharepoint, Excel, Teams, Outlook), an ability to work with complex erostering systems, a good eye for detail, and the ability to prioritise a busy workload. You will also be flexible in providing cross cover in the absence of colleagues and have the ability to build strong and effective relationships with all your key stakeholders.
The post holder will be part of the Medical Staffing weekend on-call which currently operating on a 1 in 6 rota.
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
• Safety
• Care
• Respect
• Communication
• Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ people & Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
MAIN RESPONSIBILITIES
1. To ensure that the medical rotas for your areas of responsibility are compiled in accordance with the agreed template and issued to medical staff in a timely fashion.
2. To regularly review the rota templates with the HR Business Partner, Directorate Manager and Clinical Lead for your area of responsibility, to ensure they continue to meet the needs of the service, are cost effective and compliant with working time regulations and new deal.
3. To ensure that accurate information is provided to the weekend on-call team on a weekly basis.
4. To ensure annual leave and study leave requests for medical staff are managed in accordance with the Medical Leave Policy and local standing operating procedures, providing advice to managers and clinicians where necessary.
5. To advise, where necessary, on the Locum Booking Procedure and supporting documentation, ensuring that all necessary approval and documentation has been received and checked for accuracy prior to making a locum booking.
6. To act in accordance with the Locum Booking Procedure.
7. To ensure all electronic systems contain accurate information and are well maintained for area of responsibility – for example, closing timesheets on electronic systems.
8. To keep the Directorate Manager/Clinician informed of the progression with filling their gaps on the rota on a regular basis, dealing with any queries they may have, or escalating to the HR Medical Manager if required.
9. To ensure timesheets are processed on a weekly basis ensuring accurate payment is made.
10. To ensure all pre-employment checks are in place prior to confirming a locum booking in order to minimise any risk to patient safety.
11. To ensure systems are in place (and are being adhered to) in order to maintain accurate records relating to Locum CVs, GMC checks, references, VISA status, vaccinations and DBS.
12. To ensure that there is a clear audit trail for decisions made in relation to rota management, for example, evidence of Directorate Manager and/or Chief Executive approving shifts that exceed the capped rates.
13. To accurately record all data relating to locum bookings in order to support Trust reporting requirements to NHS Improvement and the Board.
14. To assist in the preparation of evidence that may be required for ad-hoc audits.
15. To ensure compliance with any Trust policies appropriate to your role and implement any changes to procedures and legislation, as directed by the Senior HR Business Partner.
16. To work with the Medical HR Manager, Medical Staffing Team Leader and Divisional Managers to improve systems within medical staffing in order to improve the quality of service and to reduce overall expenditure.
17. To provide general administrative support to the HR team where necessary, including cover in the event of leave or sickness.
18. To provide supervisory support where necessary to any work experience, voluntary or placement students who may undertake work in the Medical Staffing office.
19. To participate in a rota that covers 1:6 weekend working.
KNOWLEDGE AND SKILLS
1. Excellent communication skills, in order to convey information to staff, managers and members of public, some of which may be unwelcome (e.g. that the Trust does not wish to book a doctor)
2. To be able to deal with a busy workload with various conflicting priorities. To be able to manage own workload to ensure that all aspects of the role are fulfilled efficiently and effectively.
3. Understanding of the main principles of locum booking, including the Trust’s Locum Procedure, well enough to be able to advise others, and to train new staff if necessary.
4. Understanding of NHS terms & conditions for all medical staff.
5. Understanding of the Working Time Regulations and New Deal.
6. Ability to accurately input data and use complex eRostering systems. Excellent working knowledge of I.T systems such as Sharepoint, Excel, Teams, Outlook and Word is essential. The ability to use internet sites such as NHS Jobs will be required, as well as the ability to use complex databases where necessary.
This advert closes on Tuesday 23 Apr 2024