Cumbria Health is seeking a highly organised and proactive Rota Coordinator to join our team on a part-time basis (25-30 hours per week). The successful candidate will be responsible for managing and coordinating staff rotas to ensure optimal coverage and efficient operations within our bases. Working hours are weekdays between 08:00 and 18:30.
CLOSING DATE: 08 OCTOBER 2024
Main duties of the job
The Rota Co-ordinator is a busy role working as part of a team coordinating the clinical and non-clinical rota planning across the organisation. Cumbria Health currently has over 400 team members in multiple sites across Cumbria. This role is key to the day-to-day functioning of the organisation, ensuring all clinical shifts are covered and that our teams and services are safely staffed to provide excellent primary and urgent health care across Cumbria.
The successful candidate will be a motivated individual who is able to work independently and as part of a team. The post holder will be part of a dynamic team coordinating the day-to-day function of the clinical and operational Rota systems. The ability to work in a fast-paced and changing environment is essential.
Job responsibilities
This list of duties and responsibilities represents the broad range of tasks which may be required to be undertaken either routinely or periodically. This list is not exhaustive, and the role may include additional duties which are not listed here:
* The post holder will provide day-to-day support to the rota in providing a high standard of cover by effective utilisation of clinical resources.
* Demonstrate good coordination skills in providing high standards of cover to maximise clinical resources.
* Provide day-to-day support as part of the Rota team for all rota functions, filling clinical shifts, facilitating locum requests for all clinical and non-clinical staffing via approved booking system.
* Respond efficiently to changes in staff cover to ensure safe delivery of services.
* Coordinate and assist with staff rota replications, creating new rotas and working patterns for staff.
* The post holder will assist with work experience inductions, trainee Doctors and the medical student programme.
* Provide support for the Rota Team Leader and Business Manager.
* Liaise with Finance & HR regarding salaried doctors' annual leave and other absences, as well as GP payments.
* Escalate rota challenges to avoid difficult operational situations.
* Work closely with multiple departments within the organisation on various aspects of Rota Management.
* Participate in all rota and administrative functions in order to fully staff the clinical rota.
* Ensure the Rota Management System is up to date and fully utilised.
* Monitor and report on the usage of agency staff.
* Engage in regular supervision with the Rota Team Leader and Business Manager.
* Ensure on Call Managers and Control are fully informed in terms of all aspects of the rota.
* Maintain administrative systems (electronic and manual).
* Undertake duties to ensure a smooth handover with the Control Room, on a rota basis.
* Adhere to all Cumbria Health Policies and Procedures.
* Participate in and ensure own ongoing development.
* Maintain a high level of confidentiality and comply with the Data Protection Act 2018 and GDPR.
* Undertake any other activities deemed appropriate and necessary by the organisation.
Person Specification
Skills and Aptitudes
* Excellent written and verbal communication skills.
* Highly organised individual with strong attention to detail.
* Self-starter who is able to work under pressure.
* Effective persuasion and negotiation skills.
* Ability to prioritise workload.
* Ability to work on own initiative.
* Confident in dealing with people at all levels of the organisation.
* Provide accurate written reports, letters and other documents.
* Ability to deal with day-to-day problems calmly and efficiently.
* Understand the concept of confidentiality.
* Ability to integrate and work effectively as part of a team.
Experience
* Experience within an Administrative role.
* Experience of scheduling staff rotas.
* Experience within a general practice / healthcare role.
* Managing Rota Systems.
Qualifications
* A minimum of 5 GCSEs at Grade 4/C or above (or equivalent experience).
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.
Employer name
Cumbria Health
Address
4 Wavell Drive, Rosehill Industrial Estate
Salary
£16,445 to £19,734 a year depending upon the hours worked.
Contract
Permanent
Working pattern
Part-time
Reference number
B0554-24-0141
Job locations
4 Wavell Drive, Rosehill Industrial Estate
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