Sheffield Teaching Hospitals NHS Foundation Trust
The Rota Coordinator is an essential member of the Rota Team within the GRaDE Care Group. This team oversees all medical rotas across all three directorates within the Care Group to ensure the safe and efficient running of extremely busy and complex clinical services (both inpatients and outpatients).
Main duties of the job
The Rota Team exists to ensure:
1. Excellent working relationships with clinical and administrative colleagues across the Care Group.
2. All duties are carried out to a high level of accuracy within the necessary timeframes so that outpatient clinics and other planned activities can be booked, and the services within the care group deliver the necessary levels of activity to reduce patient waiting times and achieve financial targets.
3. Clinical services are run safely, effectively, and efficiently, providing the best possible care to our patients.
4. All requests for Annual and Study leave are dealt with swiftly to allow medical colleagues to manage their own wellbeing and training and development effectively.
5. Any short notice absence (sick leave / special leave) is dealt with, and clinical services continue to be safely maintained.
6. GRaDE's contributions to the OOH and GIM rotas are covered.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff, including commitments to professional development and policies to support employees in balancing their personal and professional lives.
The GRaDE Care Group is comprised of 3 Clinical Directorates: Gastroenterology & Hepatology, Respiratory Medicine, and Diabetes & Endocrine. GRaDE has a large non-elective footprint on the Northern General Hospital, with 11 inpatient wards. Additionally, GRaDE provides a wide range of specialist elective services at both the Northern General Hospital and Royal Hallamshire Hospital, including:
* Advice and Guidance - approximately 4000 referrals annually diverted from an outpatient clinic with advice provided to the referrer.
* Outpatient Clinics - c. 140,000 outpatient appointments arranged annually.
* Procedures - over 30,000 daycase and inpatient procedures take place each year, including endoscopy, bronchoscopy, pleural procedures, and other diagnostics and treatments.
The medical team required to cover this extensive workload includes over 70 consultants and 100 resident doctors, making robust rota coordination essential for the smooth running of the Care Group's services.
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application, please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Qualifications
* GCSE (or equivalent) in English and Mathematics, at grade C/4 or above
* NVQ Level 3 in Business Administration or equivalent
* A commitment to continued professional development
Experience
* Previous administrative experience, including use of spreadsheets.
* Experience of developing and maintaining rotas or timetables.
* Significant experience of developing and maintaining effective working relationships with a range of colleagues (e.g., clinicians, administrative colleagues, and management colleagues) in local teams and teams across the organisation.
* Experience of working with limited supervision and working remotely, maintaining effective communication mainly via telephone and email.
* Experience of working with highly confidential and sensitive employee information and understanding the boundaries regarding information sharing.
* Experience of training colleagues formally or informally.
* Familiarity with medical terminology.
* Experience working within a complex multi-disciplinary acute NHS environment.
* Using an Electronic Patient Record or Patient Administration System.
Skills and Knowledge
* Excellent written communication skills, including the ability to concisely summarise a problem and propose solutions to colleagues.
* Superb oral communication skills, particularly when having difficult conversations on the telephone.
* Ability to train team members.
* IT skills including proficiency in Microsoft Office software, particularly Excel, Word, PowerPoint, Teams, Outlook, and SharePoint.
* Understanding of principles of information governance and confidentiality regarding both patient and employee data.
* Organisational and prioritisation skills.
* Ability to work autonomously and use initiative.
* Ability to problem solve under time pressure, ensuring that solutions do not result in unforeseen repercussions.
* Ability to know when to escalate an issue to more senior colleagues.
* Knowledge of Terms and Conditions of Service for NHS Doctors and Dentists in Training (England).
* Understanding of Service Improvement principles and their application.
Personal Qualities
* Ability to quickly form excellent working relationships with colleagues, particularly with limited face-to-face interactions.
* Highly organised and self-motivated.
* Reliable and methodical, ensuring timely completion of agreed actions.
* Ability to concentrate for long periods while using VDUs (screens) and complete tasks with a high level of accuracy.
* Ability to deal with interruptions and ensure previous tasks are completed accurately after addressing the interruption.
* Disciplined in referring to Standard Operating Procedures.
* Flexible in approach to respond to frequently changing demands and deadlines.
* Empathetic; able to balance colleagues' wellbeing with service and patient needs.
* Committed to effective teamwork.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a submission for Disclosure will be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Salary: £26,530 to £29,114 per annum pro rata for part-time staff.
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