Job summary
Cumbria Health is seeking a highly organised and proactive Rota Coordinator to join our dynamic team!
What's in it for you?
1. Part-Time Role: 25-30 hours per week, offering flexibility to fit around your life.
2. Work-Life Balance: Weekday hours only, between 08:00 and 18:30.
Your Role:
As Rota Coordinator, you will manage staff rotas to ensure seamless coverage across our services. You will coordinate shifts for clinical and non-clinical staff and work with the team to respond to last-minute staffing changes. Strong communication with clinicians and staff is key, and you'll ensure information is shared with the Control and Management teams.
Why Join Us?
This is an exciting opportunity to join an award-winning organisation. Full training and ongoing support will be provided. We are open to considering a variety of working hours and work patterns for the right candidate.
At Cumbria Health, our people are at the heart of what we do. Join a supportive, friendly team where your skills will make a difference.
Important Dates:
3. Closing Date: 10 December 2024
4. Interview Date: 18 December 2024
5. Start Date: ASAP
Take the next step in your career with Cumbria Health apply today and be part of something meaningful!
Please ensure you include your mobile number in your application, as it is essential for us to contact you if required.
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 have 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 co-ordinating 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. The Rota Co-ordinator role is key to ensuring that all clinical shifts are covered; that the out of hours and managements teams are up to date. The team collate and send daily rota information for the Control and On Call Management Teams.
About us
Cumbria Health places the patient, their family and their community at the heart of everything we do. We are an award-winning organisation, the first out-of-hours organisation in the country to be rated as outstanding by the Care Quality Commission (CQC).
We provide primary health care services, both in and out of hours, across Cumbria. We are values-driven and place great emphasis on inclusivity and the wellbeing and development of our staff, while striving to provide a consistently high-quality service. Our service is designed to improve health and wellbeing.
Working for Cumbria Health can offer flexible opportunities in terms of location, hours and working patterns so you can enjoy a great work life balance. In order to provide the best patient care we understand the importance of ensuring staff satisfaction and are consistently trying to ensure we offer our staff a positive working environment whether that be though training or social events.
Listen to your heart. Have the work life balance you'd love.
Job description
Job responsibilities
This list of duties and responsibilities, which follows, 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:
6. 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
7. Demonstrate good coordination skills in providing high standards of cover to maximise clinical resources
8. 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
9. Respond efficiently to changes in staff cover to ensure safe delivery of services
10. Coordinate and assist with staff rota replications, creating new rotas and working patterns for staff
11. The post holder will assist with work experience inductions, trainee Doctors and the medical student programme
12. Provide support for the Rota Team Leader and Business Manager
13. Liaise with Finance & HR regarding salaried doctors annual leave and other absences, as well as GP payments
14. Escalate rota challenges to avoid difficult operational situations
15. Work closely with multiple departments within the organisation on various aspects of Rota Management. Identify service gaps and plan/initiate acquisition of any clinicians required in a timely fashion in order to meet service needs
16. Participate in all rota and administrative functions in order to fully staff the clinical rota such as updating required reporting documents, assisting with fire checks, premium reports, managing timesheets and completing the daily communications log etc.
17. Ensure the Rota Management System is up to date and fully utilised, and that the EMIS clinics are updated correctly
18. Monitor and report on the usage of agency staff
19. Engage in regular supervision with the Rota Team Leader and Business Manager
20. Ensure on Call Managers and Control are fully informed in terms of all aspects of the rota
21. To act as point of contact alongside the Office Administrator within the office for incoming enquiries and visitors
22. Maintain administrative systems (electronic and manual)
23. Undertake duties to ensure a smooth handover with the Control Room, on a rota basis
24. Adhere to all Cumbria Health Policies and Procedures
25. Participate in and ensure own on-going development
26. Maintain a high level of confidentiality and comply with the Data Protection Act 2018 and GDPR. Be aware of the nature of information dealt with and work in a manner which ensures confidentiality and security
27. Undertake any other activities deemed appropriate and necessary by the organisation
Person Specification
Skills and Aptitudes
Essential
28. Excellent written and verbal communication skills.
29. Highly organised individual with strong attention to detail with a methodical, structured approach
30. Excellent administrative skills.
31. Self-starter who is able to work under pressure
32. Effective persuasion and negotiation skills.
33. Ability to prioritise workload.
34. Ability to work on own initiative.
35. Excellent IT skills.
36. Confident in dealing with people at all levels of the organisation
37. Provide accurate written reports, letters and other documents.
38. Ability to deal with day to day problems calmly and efficiently with the ability to work on their own initiative.
39. Understand the concept of confidentiality.
40. Ability to integrate and work effectively as part of a team.
Experience
Essential
41. Experience within in an Administrative role
42. Experience of scheduling staff rotas
Desirable
43. Experience within a general practice / healthcare role
44. Managing Rota Systems.
Qualifications
Essential
45. A minimum of 5 GCSEs at Grade 4/C or above (or equivalent experience)
Desirable
46. A Levels
47. NVQ Administration Level 2/3
Personal Circumstances
Essential
48. Self-motivated, enthusiastic and willing to learn.
49. Ability to relate to a broad spectrum of individuals within the organisation and elsewhere