Great Western Hospitals NHS Foundation Trust
***PREVIOUS APPLICANTS NEED NOT APPLY***
The Great Western Hospital is recruiting for a Rota Coordinator on a permanent contract to support with the Medical Rotas within the Medicine Division and the Emergency Department. The main duty of this role would be to manage the day-to-day management of identifying and reporting on any gaps to both clinical and non-clinical managers to support with recruitment and temporary Medical staffing. You will be required to have a flexible approach to ensure that the rotas are covered across the hospital on a daily basis but also build robust working relationships with medical and MDT staff. The successful candidate will have a strong background in building relationships, working in a busy environment, and have strong knowledge of working with databases, spreadsheets, and Microsoft Office.
Main Duties of the Job
This post is responsible for the operational and day-to-day management of medical rotas within the Medicine Division, ensuring that safe staff levels are maintained at all times. This will include the maintenance and administration of systems for the management of rotas and coordination of annual/study/sick/sabbatical leave. This will require excellent planning and organisational skills to ensure that future rotas and people plans are implemented and communicated.
The post holder will need to ensure a flexible approach to work is maintained to secure adequate cover on the rotas each day. The ability to respond to unplanned urgent changes to the rota is a key requirement, alongside the ability to foster excellent working relationships with all levels of Medical and other MDT staff.
The role is busy, varied, and challenging, and the successful candidate will have excellent communication skills with the ability to communicate to a non-technical audience, be a good team player, and be able to work on their own initiative.
Job Responsibilities
1. Day-to-day operational management of medical staffing rotas within the Medicine Division, identifying and reporting any gaps to both clinical and non-clinical managers to assist with the timely recruitment of permanent and temporary medical staff.
2. Ensuring staffing issues are communicated appropriately, notifying managers of potential problems and ensuring the requirement for contingency planning is escalated in a timely manner.
3. Responsible for ensuring that medical rotas adhere to both EWTD and the applicable Terms and Conditions of service, ensuring safe staffing levels at all times.
4. Actively seek the reduction of medical agency costs by ensuring adherence to Trust Policy around locum booking and identifying different methods of securing cover across rotas within the division.
5. To implement and manage robust sickness absence reporting and monitoring, and annual leave and study leave processes for medical and dental staff ensuring compliance with Trust Policy and standard operating processes.
6. Liaise with clinical and non-clinical managers to plan, produce, and publish both work schedules and rotas on the HealthRoster system. Where amendments are required, collating and agreeing these and ensuring all relevant staff are advised.
7. Work with the Workforce Intelligence team to undertake basic template, service, and demand changes in the HealthRoster system.
8. Where locum cover is required, coordinate the locum booking process ensuring that identified agencies are contacted in a timely manner and in line with Trust Policy.
Person Specification
Qualifications
* GCSE in Maths and English, or equivalent experience
* NVQ3 in Customer Service and Administration or equivalent experience
* ECDL / equivalent
* Allocate Certified Administrator
Experience
* Evidence of establishing work credibility and good working relationships
* Experience of problem solving
* Regular use of databases, spreadsheets, and email
* Experience with rostering/resource planning
* Evidence of managing projects/tasks/responsibilities with minimum guidance from team manager
* Understanding of operational processes
* Knowledge of using Workforce Systems within a Healthcare or related setting
Skills
* Excellent working knowledge of Microsoft Office, including Word, Excel, and PowerPoint.
* Able to exchange confidential, sensitive, or contentious information, with an understanding of information security and confidentiality
* Ability to develop & maintain close working relationships between individuals, teams, and organisations
* Self-motivating and able to act on their own initiative, and independently
* Ability to analyse and interpret data
* Ability to incorporate the views of service users and carers using a range of approaches
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.
Great Western Hospitals NHS Foundation Trust
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