Choose Well - Choose WWL
Job overview
The post-holder will administratively support the Division in providing a high standard of medical cover/care with regard to all issues affecting medical staff cover and is responsible for initiating the necessary action in order to maintain service requirements.
You will be working in a busy environment with rapidly changing demands. You will need to manage your own priorities to meet the demands of the service.
Excellent communication skills are required at all levels, as is the ability to maintain attention to detail whilst working under pressure.
You will have knowledge of NHS Doctor’s rota issues, including National initiatives and European Working Time Directive. Knowledge of Microsoft Office, in particular Excel, is essential. Experience of working in the NHS and with electronic rostering systems is desirable
Candidates will be asked to present original qualification certificates at interview stage.
Please note this vacancy may close earlier than the specified closing date if a high volume of suitable applications are received.
Main duties of the job
This post involves working with junior doctors and senior colleagues and is instrumental in the creation, implementation and management of junior doctor rotas. It also oversees the procurement of locum cover where vacancies occur; ensuring that at all times the most cost effective option is achieved.
You will be working within the medicine division. You will be working in a busy environment with rapidly changing demands.
The Rota Co-ordinator will be responsible for achieving a high standard of medical cover by the efficient deployment/maximisation of medical staff resources within the Division, by the concise allocation of duties for junior and middle grade doctors.
The post-holder is responsible for keeping accurate financial and attendance records and is expected to contribute to workforce planning.
Working for our organisation
Choose Well – Choose WWL
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Detailed job description and main responsibilities
Planning and Organisational Duties
1. Ensure as far as practicable, appropriate medical cover to all aspects of the Division’s services at all times.
2. To have an understanding of substantive medical staff posts within the Division and the Division’s service needs.
3. To have an understanding of the European Working Time Directive (EWTD).
4. To help update policies/procedures for annual and study leave based upon service needs, and procedures for sickness reporting. Ensure that all medical staff within the Division is aware of these policies/procedures.
5. Co-ordinate and approve annual/ study leave/ leave of absence for all medical staff in the Division.
6. Input all leave of absence of medical staff on database, ensuring accurate records are maintained.
7. Liaise with the Training Department regarding medical staff’s study leave requests.
8. To support the monitoring/compliance of all medical staff sickness absences within the Division
9. Ensure the Educational Supervisors are notified of any sick leave for junior and middle grade doctors to enable them to have their ‘Return to Work’ interviews.
10. Prepare detailed medical staff cover plans for ward areas.
11. Allocate concise duties to medical staff, taking into account any specific training needs of the doctors in post, and the complexities of EWTD.
12. Identify service gaps and plan/initiate the acquisition of any locum doctors required in a timely fashion in order to meet service needs.
13. Compile/produce duty rotas for all levels of medical staff ensuring adequate levels are maintained. Distribute duty rotas in timely manner to facilitate service requirements.
14. Provide cross cover and support to the other Medical Staff Co ordinators
Responsibility for Finance
15. Take into account the financial impact on the Division when initiating the acquisition of locums.
16. Verify extra duty payment claims are correct before being passed for authorisation/payment.
Responsibility for Information Resources
17. Maintain accurate record of locum usage with necessary audit trail.
18. Maintain accurate records of extra duty payments for doctors.
19. Maintain records of attendance, annual leave, study leave, professional leave, and special leave.
20. Record and report sick leave to Educational Supervisors & Payroll Department.
21. Maintain records showing compliance of EWTD for audit purposes
Responsibility for Human Resources
22. Initiate recruitment for vacant posts to maintain medical staff establishment and avoid service gaps
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Patients / Service Users
23. Ensure adequate medical staff cover is provided for all relevant areas, including wards, outpatient and theatre sessions.
Personal Responsibilities
24. Act as a role model
25. To maintain own current awareness of NHS issues, local and national health policy.
26. To undertake and participate in Trust-wide and Divisional initiatives
27. To identify own training and development needs and undertake appropriate training/education as required.
28. To work in accordance with the corporate objectives.
29. To maintain confidentiality at all times in accordance with the NHS and professional codes
Person specification
Qualifications
Essential criteria
30. GCSE Level or equivalent in English
31. Proven competence in MS Word/Excel/Outlook with excellent typing/keyboard skills
Experience
Essential criteria
32. Experience of working in NHS
33. Experience in working in a busy environment
34. Awareness and understanding of NHS issues
35. Experience in working in a multidisciplinary environment
36. Administrative background
Skills
Essential criteria
37. Liaise with Medical Staff and Management
38. Problem solving
39. Propose and deliver necessary changes in processes and procedures
40. Produce reports
41. Excellent communidation skills
42. Excellent time management skills
43. Ability to plan, organise and prioritise capability/capacity to respond to deadlinesas well as constantly changing situation
Additional
Essential criteria
44. There is a need for positive/flexible attitude regarding the workload management
45. Working outside normal hours may be required
46. Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Knowledge
Essential criteria
47. Developed computer and IT skills