Harrogate and District NHS Foundation Trust
Within the Planned, Surgical and Children's Directorate at Harrogate District Hospital, we are dedicated to providing exceptional healthcare services to our community. We are seeking a highly organised and detail-orientated individual to join our team in the role of Rota Coordinator.
The role of Rota Coordinator is crucial to the smooth functioning of the directorate, as efficient staff scheduling directly impacts patient care, staff well-being, and regulatory compliance. It requires strong organisational, communication, and problem-solving skills. If you have a passion for maintaining and contributing to high standards of patient care, we want to hear from you.
Main Duties of the Job
Rota Management
1. Develop and maintain a comprehensive rota schedule for junior and middle grade doctors.
2. Ensure adequate staffing levels to provide 24/7 coverage, taking into account hospital guidelines and junior doctor working time regulations.
3. Coordinate annual leave requests and ensure shifts are evenly distributed among team members.
Communication
1. Act as primary point of contact for junior and middle grade doctors regarding rota changes, shift swaps, and leave requests.
2. Collaborate with senior management staff, senior and junior medical staff, and administrative personnel to ensure effective communication and coordination.
Compliance and Regulations
1. Stay up to date with relevant employment laws, guidelines, and regulations to ensure the rota adheres to legal requirements.
2. Monitor working hours to prevent fatigue and ensure compliance with working time directives.
Problem Solving
1. Address scheduling conflicts and emergencies promptly to minimise disruptions in patient care.
2. Work with colleagues to resolve staffing shortages and facilitate appropriate cover.
3. Anticipate problems and autonomously resolve situations expediently.
Record Keeping
1. Maintain accurate records of rota schedules, shift swaps, and leave requests.
2. Generate reports to track junior doctors' working hours and rota compliance.
About Us
Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds, and parts of the North East.
At HDFT, we provide outstanding care to both our patients and our staff, and we value Kindness, Integrity, Teamwork, and Equality. If you're looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients' lives, HDFT could be the place for you!
We offer colleagues:
1. A supportive culture so colleagues can bring their whole selves to work.
2. Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
3. Employee Support and wellbeing - we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service, and a fast-track Physiotherapy service.
Please note:
1. Due to high levels of interest, posts may close early if we reach a sufficient number of applications.
2. Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
3. Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
Job Responsibilities
The post holder will be responsible for developing, maintaining, and coordinating a comprehensive rota schedule for junior and middle grade medical staff across the Planned, Surgical, and Children's Directorate. Specifically, the post holder will compile and disseminate rotas for the directorate's medical staff, ensuring adequate staffing levels to provide 24/7 coverage, taking into account hospital guidelines and junior working time regulations.
The post holder will provide day-to-day support for the junior and middle grade medical staff within the Planned, Surgical, and Children's Directorate.
The post holder must communicate tactfully and persuasively with managers, medical staffing officers, and all medical staff within the Planned, Surgical, and Children's Directorate to maintain appropriate cover for all aspects of the Directorate's medical services at all times. This includes coordination of all junior and middle grade medical staff's annual leave and arranging cover at short notice for sick leave and special leave.
Person Specification
Qualifications
1. A levels/NVQ 3 or equivalent level of experience in an administrative environment.
Experience
1. Staff supervision, leadership, development, and motivation.
2. Managing sickness absence, annual leave, and prioritising workload.
3. Setting up and working with monitoring systems including staff appraisals.
4. Dealing/communicating regularly with different cohorts of staff groups.
5. Previous experience of managing rotas.
Knowledge
1. Proficient in using Microsoft packages, including Excel.
2. Knowledge of NHS policies and procedures.
3. Knowledge of medical workforce regulations and working time directives.
Skills and Aptitudes
1. Strong organisational skills and attention to detail.
2. Excellent communication and interpersonal skills.
3. Ability to adapt to changing circumstances and prioritise tasks effectively.
4. Strong problem-solving abilities and adaptability to handle scheduling conflicts and emergencies.
5. Ability to maintain accurate records and generate reports.
6. Prioritisation skills to ensure efficient rota management.
7. Ability to collaborate effectively with department heads, senior medical staff, and administrative personnel to facilitate communication and coordination.
8. Ability to use own initiative and ability to work with limited supervision.
9. Commitment to maintaining high standards of patient care and understanding the impact of effective rota coordination on the quality of care provided.
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.
Harrogate and District NHS Foundation Trust
£26,530 to £29,114 a year (pro rata)
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