Emergency and Acute Medicine Medical Rota Coordinator

Job description

Job summary

This is an exciting opportunity to join the dynamic Acute and Emergency Medicine team as the Rota Coordinator. The aim of this role is to produce and co-ordinate all Emergency Department junior doctor and consultant rotas, the Conveyance Avoidance Helpline consultants rotas, SDEC doctors and Acute Medicine consultant rotas.

The post holder will be required to co-ordinate, log and monitor all types of leave for junior doctors and consultants in the Emergency Department, SDEC and consultants in the Acute Medicine department.

To act as the first point of contact for issues relating to Junior Doctors and consultants, (e.g. sickness absence reporting, annual leave, study leave, shift swaps, locum cover)

To ensure there are sufficient number of junior doctors on any particular day, and the skill mix is correct

To find locum doctors to fill any gaps in the rota.

Key relationships include multidisciplinary staff within Acute and Emergency Medicine, the Human Resources Department / Medical Workforce Team, staff in the Centre of Multi-Professional Education and Training (COMET).

This post is suitable for secondment subject to agreement of your existing manager. Please refer to the secondment policy for more information.

Main duties of the job

Distribute and maintain the master copy of the junior doctor and consultant rotas

Maintain the contact list for junior medical staff and consultants and distribute information as required

Ensure all posts are covered at all times

Complete sickness absence notifications, ensuring relevant team/on-call consultants are notified

Arrange cover for staff reporting sick by checking if internal cover can be arranged before proceeding to outside locums and agency staff

Inform senior medical staff where return to work interviews are required and maintain accurate record keeping of such interviews

Provide a weekly staffing list for the on-call teams and bed management group

Distribute a weekly rota to all the Emergency Department and Acute Medicine staff

Co-ordinate all junior doctor and consultant requests for study leave and annual leave ensuring rota rules and procedures have been followed

Keep a record of all medical staff absences and raise any issues with Clinical Directors or management team

About us

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Job description

Job responsibilities

Manage all leave taken ensuring the right amount of annual leave is taken and taken appropriately

To act as the link between junior doctor staff and Clinical Directors / Management team, ensuring all issues raised by the junior doctors are highlighted in the appropriate forums

To help coordinate, produce and distribute all junior doctor information packs and liaise with consultant and medical education staff in the delivery of the speciality induction programme

Review rota at changeover periods to ensure appropriate staffing levels

Ensure individual rotas have been distributed 6 weeks prior to any new doctor starting

Record junior doctor and consultant attendances at formal training events, induction meetings and meetings with educational supervisors

Allocate junior doctors to shifts in paeds/resus/majors according to the rules set out by the consultant body

Liaise with the ED Senior Nursing team (Matron/dHoN/HoN) about Emergency Nurse Practitioner rota to ensure there is sufficient cover in minor injuries

Liaise with the Physician Associate rota co-ordinator to ensure there is sufficient cover on weekends

Allocate junior doctors to present on teaching days according to the rules set out by the consultant body

Devise a system of shift swapping recording who has agreed to undertake shifts and authorised by the consultant

Keep the educational supervisors of the junior doctor informed of unauthorised absences

Keep the General Manager and Clinical Director aware of any significant cost pressures

Assist the General Manager in the effective management of all clinical and non-clinical risks arising from any of the rotas

Job description
Job responsibilities

Manage all leave taken ensuring the right amount of annual leave is taken and taken appropriately

To act as the link between junior doctor staff and Clinical Directors / Management team, ensuring all issues raised by the junior doctors are highlighted in the appropriate forums

To help coordinate, produce and distribute all junior doctor information packs and liaise with consultant and medical education staff in the delivery of the speciality induction programme

Review rota at changeover periods to ensure appropriate staffing levels

Ensure individual rotas have been distributed 6 weeks prior to any new doctor starting

Record junior doctor and consultant attendances at formal training events, induction meetings and meetings with educational supervisors

Allocate junior doctors to shifts in paeds/resus/majors according to the rules set out by the consultant body

Liaise with the ED Senior Nursing team (Matron/dHoN/HoN) about Emergency Nurse Practitioner rota to ensure there is sufficient cover in minor injuries

Liaise with the Physician Associate rota co-ordinator to ensure there is sufficient cover on weekends

Allocate junior doctors to present on teaching days according to the rules set out by the consultant body

Devise a system of shift swapping recording who has agreed to undertake shifts and authorised by the consultant

Keep the educational supervisors of the junior doctor informed of unauthorised absences

Keep the General Manager and Clinical Director aware of any significant cost pressures

Assist the General Manager in the effective management of all clinical and non-clinical risks arising from any of the rotas

Person Specification

Qualifications

Essential

• Good standard of General Education
• 5 A to C grade GCSEs or equivalent including English Language
• Demonstrated commitment to further education or training

Desirable

• Advanced Excel training

Experience

Essential

• Significant experience of working in an administrative role
• Excellent understanding of the NHS/Healthcare Sector

Desirable

• Previous experience in scheduling/rota coordination

Knowledge

Essential

• Competent in Administrative/Clerical procedures
• Understanding of Data Protection Act
• Full range of Administrative Skills
• Ability to understand and implement working rotas.

Desirable

• Working knowledge of Working Time Directive and New Deal
• Understanding of Junior Doctors grades and training needs

Personal Skills

Essential

• Ability to work under pressure
• Excellent organisational and communications skills
• Negotiation, influencing and persuasion skills

Other

Essential

• Flexibility to meet the needs of the Service Lines

Person Specification
Qualifications

Essential

• Good standard of General Education
• 5 A to C grade GCSEs or equivalent including English Language
• Demonstrated commitment to further education or training

Desirable

• Advanced Excel training

Experience

Essential

• Significant experience of working in an administrative role
• Excellent understanding of the NHS/Healthcare Sector

Desirable

• Previous experience in scheduling/rota coordination

Knowledge

Essential

• Competent in Administrative/Clerical procedures
• Understanding of Data Protection Act
• Full range of Administrative Skills
• Ability to understand and implement working rotas.

Desirable

• Working knowledge of Working Time Directive and New Deal
• Understanding of Junior Doctors grades and training needs

Personal Skills

Essential

• Ability to work under pressure
• Excellent organisational and communications skills
• Negotiation, influencing and persuasion skills

Other

Essential

• Flexibility to meet the needs of the Service Lines

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust
Address

Luton and Dunstable Hospital

Lewsey Road

Luton

LU4 0DZ

United Kingdom

Employer's website