Working in conjunction with the Directorate Medical Leads, the post holder must ensure the provision of high quality patient care by efficiently deploying junior medical staff across specialities, including on call, across the Urgent, Planned and Network Groups. This will involve close liaison with junior doctors, Consultants, Medical Leads, and management teams and the Trust's Medical Human Resources department. It will be necessary to have a daily overview of all junior medical staff within the care groups, anticipate problems and autonomously resolve situations.
Main duties of the job
The post holder will be responsible for the day to day management of medical staffing rotas across allocated areas, working on own initiative to identify and resolve issues, taking action as deemed appropriate. The post holder will co-ordinate, log and monitor all types of leave for medical staff, including Consultants. The post holder will work closely with Medical Leads to manage annual leave, study leave and other absence whilst ensuring that clinical staffing levels are optimised. The post holder will work closely with medical staffing bank and locum agencies to minimise spend on locum cover whilst ensuring safe staffing levels. The post holder will act as the first point of contact for issues relating to Junior Doctors including sickness reporting, annual leave, study leave, shift swaps and organising locum cover. This will include the involvement in induction of the rotating doctors. The post holder will be the first point of contact for Junior Doctors joining their area of responsibility for information relating to induction, rotas and applying for leave.
Job responsibilities
Duties and Responsibilities
* Prepare rotas and manage administrative tasks supporting the creating, collation and completion of rotas as required.
* Plan ahead and pre-empt rota gaps and ensure locum cover as necessary. This will require the ability to acquire an in-depth knowledge of the process for rota management and ability to identify the appropriate grade of support to the correct area within the specialty.
* Identify internal resources to cover gaps and encourage doctors to join locum bank.
* Ensure that locums booked receive reporting instructions and induction materials, including EPR training and log in details.
* The post holder will be responsible for the preparation and distribution of weekly rotas ensuring that all sessions are covered by the relevant grade, identifying gaps in the rotas and escalating as necessary. Any amendments to the rota after distribution to be advised to all relevant parties.
Communication and Relationships
* The post holder will be responsible for the co-ordination of junior medical staff across specialities. Specifically, the post holder will compile and disseminate rotas for the directorates medical staff and act as a single point of contact for junior doctors for this purpose.
* The post holder will provide day to day support for junior medical staff across all care groups.
* The post holder must communicate tactfully and persuasively with all medical staff to maintain appropriate cover for services at all times. This includes the coordination of all junior medical staffs annual and study leave to allow service requirements to be met and arranging cover at short notice for sick leave and special leave.
* Liaise on any sensitive issues, such as sickness absence, compassionate leave or other sensitive information that the post holder has been made aware of. This should be done in a timely manner with the Clinical Lead and Clinical Supervisor.
* The post holder will work closely and maintain communication with the Medical Directors, Medical Leads, Directorate Managers, Medical Personnel, Human Resources regarding rota issues.
* The post holder will be available as a first point of contact for all day-to-day issues affecting medical staff cover including absences of junior doctors. This will involve receiving notification of problems and initiating all necessary actions with the relevant people.
* The post holder is expected to establish and maintain positive interpersonal relationships with other staff members characterised by trust, mutual respect, and open, honest communication.
Person Specification
* GCSE in English Language/Maths (Grades A-C) or equivalent experience.
* Computer literate including use of Microsoft Office/Excel.
* Knowledge of NHS Doctors' rota issues: National agenda & initiatives, EWTD.
* At least 2 years administration experience.
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.
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