Main area: Human Resources
Grade Band: 4
Contract: Secondment: 12 months (Or Fixed Term)
Hours: Full time - 37.5 hours per week (Mix of home working and office based (2-3 days a week))
Job ref: 164-6982156
Employer: Nottingham University Hospitals NHS Trust
Employer type: NHS
Site: City or QMC
Town: Nottingham
Salary: £26,530 - £29,114 per annum
Salary period: Yearly
Closing: 23/02/2025 23:59
Job overview
We are pleased to advertise for the position of Resident Doctor Co-ordinator. One role is offered on a secondment or fixed term basis for 12 months.
The main duties of the role are described below and full training will be given. This is a fast-paced role, with plenty of multitasking and variety. You will be an integral part of ensuring we have the right number of resident doctors in the right place at the right time.
If you are keen to undertake an administrative and customer-centered role where you make a real difference to patient care, then we would love to hear from you.
The role is a mix of home working and onsite (either QMC or City depending on the rotas you will be looking after). Whilst you train, you will need to be onsite to ensure this process runs smoothly. We run a hot desking system within our department, and you would be expected to be on site at least twice a week.
Main duties of the job
In addition to the below summary, please familiarise yourself with full Job Description and Person Specification documents attached to this advert.
1. Provide administrative support to the Resident Doctor workforce, including the population and circulation of rotas, processing of leave requests, and organisation of cover in the event of sickness/vacancies.
2. Close working with colleagues in Medical Workforce and with medical staff in the Division.
3. Ensure that the working hours of the doctors are in line with their terms and conditions of employment at all times.
4. Booking locum cover in the event of vacancies/absence, including liaising with our agency.
Working for our organisation
The Medical Workforce team sits within the Human Resources function at NUH. Our team includes the Medical Bank, the central absence reporting function, resident doctor co-ordinators, appraisal and revalidation management, and much more.
This role would suit someone who enjoys attention to detail, works off their own initiative, and is assertive. We are a friendly, flexible, and supportive team.
Detailed job description and main responsibilities
1. Maintain an up-to-date contact list for all doctors working in the specialty/specialties including preferred e-mail address and contact number(s), ensuring compliance with all information governance requirements.
2. Act as the focal point for resident doctors to request, authorise, and record annual, study, and sick leave in accordance with Trust policies and procedures.
3. Ensure all doctors are able to take the annual and study leave that they are entitled to without compromising safe staffing levels.
4. Provide assistance and support for resident doctors wanting to swap shifts in order to take leave, ensuring compliance before the swap is agreed/authorised.
5. Build and populate rotas that ensure minimum staffing at all times and an appropriate skill mix.
6. Liaise with consultants and specialty management to ensure any changes to bed numbers, demand, patient acuity, and/or complexity are reflected in agreed minimum staffing levels for each clinical area.
7. Ensure rotas are cost-efficient and compliant with all current requirements – e.g. New Deal, EWTD, Resident Doctors’ contract – and represent the best possible work-life balance for doctors.
8. Build rotas for part-time doctors that provide an appropriate balance between the doctor’s educational/personal needs and the needs of the service.
9. Ensure that rotas are published to doctors and intranet pages to meet the deadlines as per the Resident Doctor Contract.
10. Working closely with colleagues in Medical Workforce and Recruitment, create and populate work schedules for trainees, ensuring that rotas and work schedules are sent to Recruitment colleagues/Lead Employers in line with the Terms and Conditions of the Resident Doctor Contract.
11. Ensure live rotas are an accurate reflection of current available staff, ensuring any changes to rotas are promptly and reliably communicated to all key staff in the specialty (trainees and consultants) and H24. Liaise with H24 to discuss urgent shortfalls in staffing.
12. Identify upcoming gaps in plenty of time to allow cover to be found, ensuring that all key stakeholders are aware of vacant shifts and the status of plans to fill these.
13. Assist and support new starters as required – for example, arranging shadowing for doctors who have no previous UK experience and advising on study and annual leave etc.
14. Assist in the planning, organisation, and delivery of specialty induction as required.
15. Develop and maintain a good working knowledge and understanding of the 2016 Resident Doctors Terms and Conditions.
16. Provide basic advice on Trust HR policies and procedures including supplying appropriate paperwork to doctors as required and signposting to more detailed advice as required.
Person specification
Experience
* Administration experience in a busy environment
* Experience of straightforward data analysis
* Intermediate Microsoft Excel skills including creating basic formulas and formatting
* Experience of working with doctors
* Experience of the NHS
Training & Qualifications
* Educated to A level or equivalent
* Evidence of good written English.
* Maths GCSE Grade C / 5 or above
* Educated to Degree level
Communication and Relationship skills
* Evidence of being able to communicate and build relationships effectively
* Experience in front-line customer service
Analytical and Judgement skills
* Evidence of being able to negotiate and deal with tight deadlines
Planning and organisation skills
* Evidence of time management skills
* Evidence of organisation skills
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