Rota Coordinator - London, United Kingdom - UCLH

UCLH

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

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Detailed job description and main responsibilities:

Junior doctor rotas

To be the first point of contact for all junior doctor rota queries
To administer the junior doctor rotas, ensuring all departments within the Division are adequately staffed and locums are booked when required, in line with Trust Policies and Procedures
Ensure these rotas are completed proactively to ensure rotas are developed in a forwardplanning manner to assist with operational and personal arrangements. Liaise with other colleagues and stakeholders to achieve this. Rotas should be issued to the incoming doctors 6 weeks in advance of the start of rotation
Book locums as required/directed for compliance of rotas and in line with Divisions' guidance for shortterm cover
To compile and maintain junior doctor staffing trackers for local recording of start dates, annual leave and LTFT entitlement
Ensure rotas are circulated to Division and relevant areas within the Trust to make sure cover arrangements are widely known throughout
Escalate to Medical Staffing Officer and General Managers if and when appropriate. Liaise with the Medical Staffing team to coordinate the twice yearly rotations and keep in regular contact to ensure any hours/job change

Support Compliance with HR policies

Maintain accurate and appropriate records of leave (includes annual leave, sick leave and other types of leave) for all junior medical staff in the Division
Analyse and inform General Managers, Clinical leads and Clinical Director when sickness absences trigger under policy and also when there are any other issues with doctor's leave
Ensure that all doctors, including junior staff, are aware of reporting procedures and that compliance is monitored
Ensure sick certificates are provided, in accordance with Trust policies
Setup and monitor junior doctor profiles in Medirota (rota management system) as well as ensuring activity posts and oncall rota lines are accurately recorded
Ensure international Drs are correctly registered and familiar with NHS & Trustlevel policies as part of their induction to the Trust
Where relevant, support the management team with coordination of observerships and honorary contract

Induction/Training Co-ordination

Regular and close liaison with the Medical Staffing Officer to ensure induction schedules are proactively organised and run effectively on the day
Ensure induction material is up to date
Coordinate room bookings for face to face and/or hybrid inductions
Manage and circulate medical staffing contact lists for the Division as well as coordinating clinical supervision document

Financial Management

Ensure all locum shifts are recorded on a tracker and the rate specified
Ensure all enhanced rates requests are saved on the shared drive
Upload all locum shifts to the portal to ensure doctors are paid promptly after a shift (within a week
Support in coordinating all medical staffing recharge letters for the Division's joint appointments

Person specification:

Knowledge & Qualifications:

Essential criteria:

Degree or equivalent experience or equivalent training and experience of administrative procedures
Experience of range of computerised software
Understanding of medical terminology

Experience:

Essential criteria:

Demonstrable level of administrative experience at a high level of competence acquired through both training and experience
Previous NHS or healthcare experience

Communication:

Essential criteria:

Able to communicate complex, sensitive or contentious information accurately and effectively and at all levels of the organisation, verbally and in writing
Able to deal professionally and sensitively with patients, staff, and public face to face and on the phone
Able to persuade, motivate, negotiate to gain cooperation
Show tact, empathy and reassurance with contentious information
Understands importance of maintaining confidentiality

Personal & People Development:

Essential criteria:

Health, Safety & Security:

Essential criteria:

Able to identify risk issues in immediate working environment and correct where possible or report to manager
Able to promote an awareness of risk assessment and incident reporting

Service Improvement:

Essential criteria:

Able to supervise and deliver administrative and clerical duties appropriate to the work area
Able to lead on service improvement initiatives in local environment
Able to implement improvements from analysis of local audits

Quality:

Essential criteria:

Demonstrate sound understanding of what constitutes a high quality service for patients and staff
Able to manage resources efficiently and effectively
Able to report problems as they arise and solve them