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 take positive action to support disadvantaged groups and 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.
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.
The successful candidate will have excellent attention to detail and be keen to work in a very busy environment, coordinating and delivering 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 at 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 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, providing a collaborative approach and maintaining close contact with other medical workforce colleagues.
The post holder will manage and distribute rotas, make changes, and support all grades of medical staff within various groups to comply with agreed rota patterns and set protocols. The post holder will be a quick learner, able to search for locums to fill gaps and ensure the rotas are covered for on-call duties within Mersey Care. The post holder should take pride in their work, be tech-savvy, and create new efficient ways of working. A calm approach and natural teaching ability are imperative to demonstrate to 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 keep records updated for 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 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, as well as 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.
Detailed job description and main responsibilities
1. Ensure the smooth coordination of the medical on-call rotas for medical colleagues across all grades (trainees / consultants etc.).
2. Complete work schedules for all resident doctors and ensure compliance with their contract.
3. Review and coordinate the medical workforce inbox, responding to queries in a timely manner.
4. Manage day-to-day activities of rotas to maintain appropriate levels of medical staff and clinical safety.
5. Utilise prospective cover built into the establishment and work with the trusts supplier of agency locums to fill rota gaps.
6. Assist and negotiate essential cover with medical staff to maintain the Rotas and On-call Rota.
7. Build close relationships with the Roster and payroll teams to ensure compliance with rota deadlines.
8. Ensure annual, study, and special leave requests are approved in line with Trust policies.
9. Review and support responses to queries regarding doctors’ terms and conditions.
10. Provide first-level advice to doctors on rota issues.
11. Record all absences for resident doctors on the Lead Employer ESR system.
12. Post vacancies on the patchwork system and ensure compliance.
13. Monitor and action emails coming into the overall medical workforce inbox.
14. Provide management information daily for the Division via maintaining databases and spreadsheets.
15. Support the Medical Workforce Lead in collating and typing complex correspondence.
16. Support with MPIT queries for new Consultants / Doctors.
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.
* Experience of communicating 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 medical and other healthcare professionals.
* Experience of working within an educational environment, in direct contact with students.
* Previous experience of medical and dental terms and conditions.
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 and organisational skills.
* Ability to prioritise workload.
* Ability to liaise and communicate with colleagues at all levels.
* Motivation and negotiation skills.
* Ability to promote good working relationships.
* Ability to handle first-level enquiries.
* Ability to provide excellent customer care.
* Analytical skills and ability to problem-solve.
* Knowledge of trust policies and procedures.
Please ensure you check the email account from which you apply for all correspondence. All information regarding your application will come from apps.trac.jobs, not NHS Jobs.
Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.
As a Disability Confident Employer, we offer a guaranteed interview scheme for applicants who consider themselves to be disabled and meet the minimum criteria for the role. If you would like your application to be considered under the Trust’s guaranteed interview scheme, please indicate this in the personal information section of your online application form.
If you require a reasonable adjustment to our recruitment process, please email recruitment@merseycare.nhs.uk.
The Trust expects all post holders who require an enhanced DBS for their role to subscribe to the DBS Update Service.
Flexible working requests will be considered for all roles.
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