Medical Workforce Coordinator (Rota and Support)
Band 4
Main area: Medical Workforce Coordinator (Rota and Support) Grade Band 4
Contract: Fixed term: 12 months (Hybrid)
Hours: Full time - 37.5 hours per week
Job ref: 350-TWS7015586-A
Site: V7 Building Town Prescot
Salary: £26,530 - £29,114 per annum
Salary period: Yearly
Closing: 03/04/2025 23:59
Mersey Care NHS Foundation Trust celebrates diversity and promotes equal opportunities; we are committed to challenging and eliminating racism and other forms of discrimination and advancing and promoting equality of opportunity in the provision of services and creating an inclusive environment for all employees. We believe that everyone has the right to be treated with dignity and respect.
We take positive action to support disadvantaged groups and also particularly encourage applications from ethnic minorities, disabled and LGBTQIA+ people that are under-represented in our workforce. Furthermore, we welcome applications from reservists and ex-armed forces personnel as we recognise the benefits of the values, skills, training and experience that they bring to their work with us. We encourage all applicants to share their equality information with us.
Job overview
We are looking for friendly and approachable candidates who would relish the challenge of working within the busy Medical Workforce function and have a passion to deliver an exceptional service across the Trust.
We are looking for candidates who have excellent attention to detail, are keen to work in a very busy environment and coordinate and deliver daily operational tasks to trainee doctors, consultants, and all other medical grades.
This is a full-time position. The working pattern is Monday – Friday, 37.5 hours per week. The role is hybrid, and there will be a requirement to be in the office at least once or twice per week, which will be in Warrington Hollins Park and Knowsley V7. It is important that the post holder can get to these locations.
Main duties of the job
The Medical Workforce Coordinator (Rota & Support) will thrive best in a busy environment to provide a robust, exceptional service to doctors in training and Consultants / other medical grade positions. The post holder will act as the first point of contact and support across the Medical Workforce and Trust and will provide a collaborative approach, keeping in close contact with other medical workforce colleagues to bring cohesion and excellent communicative skills. The post holder will manage and distribute rotas, make any changes, and support for all grades of medical staff within the various groups to comply with agreed rota patterns and set protocols. The post holder will be a quick learner and be speedy to search for locums to fill gaps to ensure the rotas are covered for the on-call rotas within Mersey Care. The post holder will take pride in their work, be tech-savvy to create new efficient ways of working. It is imperative the post holder has a calm approach and natural teaching ability to demonstrate to the medical staff how to perform tasks and build their knowledge and confidence across the workforce. The post holder will monitor, maintain and ensure correct authorisation of annual leave, study leave, sick leave, swaps etc., and any records that require updating in relation to Consultants, Non-Consultant career grades, and trainee doctors. This role is key to acting as a support function for the overall Medical Workforce team.
Working for our organisation
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales, and the Midlands.
We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction, and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.
At the heart of all we do is our commitment to ‘perfect care’ – care that is safe, effective, positively experienced, timely, equitable, and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We’re currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.
Flexible working requests will be considered for all roles.
Detailed job description and main responsibilities
1. To ensure the smooth coordination of the medical on-call rotas for medical colleagues, across all medical grades (trainees / consultants etc.)
2. Complete work schedules for all resident doctors and ensure that distribution is compliant with the resident doctors’ contract. To work with other Medical Workforce Colleagues to cross-check and integrate data together.
3. To review and coordinate the medical workforce inbox – to action and organise the inbox and respond to medics and any other function queries in a timely manner on a daily basis.
4. Operate day-to-day management activities of rotas to ensure appropriate levels of medical staff and clinical safety are maintained within the Divisions.
5. Ensure that any prospective cover built into the establishment is fully utilised. Work proactively with the trusts supplier of agency locums to fill rota gaps when required.
6. Assist and negotiate essential cover with Consultants, SpRs, Specialty Doctors, and Junior Medical Staff, to maintain the Rotas and On-call Rota.
7. Build a close relationship with the Roster team / payroll team to ensure the medical staff are complying with rota deadlines and highlight key changes and support with the process.
8. Ensure that annual, study, and special leave requests are approved and adhered to in line with Trust policies. Ensure smooth and thorough communication from start to finish.
9. To review and support / assist in responses to queries such as any doctors’ terms and conditions such as contracts, policies, study leave, calculation of leave across any grade doctor. This will include coordinating with medical recruitment and reviewing medics' contracts.
10. Provide first level advice to doctors on rota issues, including advice on working time directive and rest periods. Provide advice on annual leave calculations for all medical colleagues.
11. Be responsible for receiving and recording all absences e.g. sickness, carers leave for resident doctors only, on the Lead Employer ESR system.
12. To post vacancies on the patchwork system and ensure the utilisation of the system is adhered to.
13. Monitor and take responsibility for actioning emails coming into the overall medical workforce inbox and respond to queries or forward on as required.
14. To be efficient and review urgent emails and ensure responses are accurate and consistent, including dealing with any complex queries to be appropriately escalated or signposted to the relevant medical workforce colleague or to payroll / ESR / Allocate.
15. Provide management information daily for the Division via creating, formatting, and maintaining databases and spreadsheets for monitoring a variety of tasks.
16. To support the Medical Workforce Lead in collating and typing complex and confidential correspondence and assisting with any duties required.
17. Support with MPIT queries and for any new Consultant / Doctor, to ensure this information is collated and published.
Person specification
Knowledge/Experience
* Proven experience of working in a customer-facing environment
* Previous experience of NHS-based rostering systems
* Previous experience of working in an administrative role
* Communicating/liaising and interacting with a broad range of disciplines and levels of seniority
* Experience of working on NHSHR databases e.g., ESR, Allocate
* Experience of working with both medical and other health care professionals
* Experience of working within an education environment, working in direct contact with students
* Previous experience of medical and dental terms and conditions some of which can be gained on the job
Qualifications
* Demonstrable high standard of numeracy and literacy
* NVQ Level 3 Business Administration or equivalent
* ECDL level of qualification or equivalent experience
Values
* Accountability
* Support
* High professional standards
* Responsive to service users
* Engaging leadership style
* Transparency and honesty
* Discreet
* Change-oriented
Skills
* Excellent planning & organisational skills
* Ability to prioritise workload to respond to changing demand.
* Ability to liaise and communicate with colleagues at all levels.
* Motivation and negotiation skills
* Ability to promote good working relationships both internally and externally.
* Ability to handle first level enquiries.
* Ability to provide excellent customer care.
* Analytical skills & ability to problem solve.
* Knowledge of trust policies and procedures including resident doctors’ contracts
#J-18808-Ljbffr