Employer Sheffield Teaching Hospitals NHS Foundation Trust
Employer type NHS
Site Northern General Hospital
Town Sheffield
Salary £26,530 - £29,114 per annum pro rata for part time staff
Salary period Yearly
Closing 10/02/2025 23:59
Interview date 24/02/2025
NHS AfC: Band 4
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
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. There are excellent working relationships with clinical and administrative colleagues across 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. The 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.
Working for our organisation
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. This includes commitments to professional development but also many 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. As well as this non-elective workload, GRaDE also provides a massive range of specialist elective services at both the Northern General Hospital and Royal Hallamshire Hospital.
Detailed job description and main 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, but still be able to work effectively with colleagues, mainly communicating via telephone and email.
* Experience of working with highly confidential and sensitive employee information and understand boundaries in which information should be shared and received.
* Experience of training colleagues formally or informally.
* Medical terminology
* 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 ability to concisely summarise a problem and propose solutions to colleagues
* Superb oral communication skills, particularly having difficult conversations on telephone, which may involve understanding employees’ personal circumstances
* Ability to train team members
* IT skills including use of Microsoft Office software, particularly Excel, Word, PowerPoint, Teams, Outlook, SharePoint
* Understanding of principles of information governance and confidentiality, with regards to both patient and employee data.
* Organisational and prioritisation skills
* Ability to work autonomously and use own initiative
* Ability to problem solve, even under time pressure; ability to thoroughly fact find, to ensure that any solution put in place does 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, to solve problems
* Highly organised
* Self-motivated and proactive
* Reliable and methodical, taking responsibility to punctually complete any actions agreed with colleagues; providing assurance to colleagues that the rotas are in a ‘safe pair of hands’.
* Ability to concentrate for long periods of time using VDUs (screens) and to complete tasks with a high level of accuracy, with strategies to check own work for accuracy.
* Ability to deal with interruptions and ensure that previous tasks are completed accurately once interruption has been dealt with
* Use of Keyboard skills to ensure accurate and quick data inputting into rotas.
* Disciplined to constantly refer to Standard Operating Procedures, rather than rely on own memory.
* Flexible in approach to respond to frequently changing demands and deadlines; Ability to re-prioritise workload as new issues become apparent.
* Empathetic; ability to balance colleagues’ wellbeing and needs with those of the service and patients
* Committed to effective team skills
Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.
When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.
The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.
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