Anaesthetic and Critical Care Rota Coordinator

Job overview

We are looking for an enthusiastic and highly organised Medical Secretary to join our Anaesthetic and Critical Care Department.

This is a busy and varied role providing essential administrative support to Consultants and the wider medical team.

The successful candidate will be proactive, flexible and able to work effectively in a fast-paced environment. You will need excellent organisational and communication skills, attention to detail and the ability to manage competing priorities while working both independently and as part of a team.

Previous experience of managing or supporting medical rotas would be highly desirable, along with experience of working within a medical secretarial, administrative or healthcare environment. Experience of coordinating medical staffing, leave, sickness and rota changes would also be advantageous.

The post will be based at Burnley General Hospital, with flexibility required to provide cross-site cover at Royal Blackburn Hospital as necessary.

Main duties of the job

• Supporting the management and coordination of medical staff rotas, ensuring appropriate cover is maintained across the department.
• Recording and coordinating annual leave, study leave, sickness absence, rota changes and swaps using CLW, HealthRoster and other relevant systems.
• Identifying medical staffing gaps and assisting with the coordination of cover for sickness, additional theatre sessions, emergency pressures and other short-notice changes.
• Liaising with Consultants, Rota Masters and Medical Staffing to support appropriate departmental and on-call medical cover.
• Supporting the coordination and administration of Obstetric Pre-Assessment Clinics.
• Attending and providing administrative support to weekly theatre scheduling meetings.
• Processing and maintaining accurate records of extra-duty claims and other medical staffing documentation.
• Coordinating the administration and departmental induction of trainee doctors, locums, new Consultants and other medical staff.

Detailed job description and main responsibilities

• Provide comprehensive secretarial and administrative support to the Anaesthetic, Critical Care and Acute Pain Directorate, ensuring the efficient operation of departmental services.
• Work independently and use initiative to manage workloads effectively, escalating issues to the Clinical Director, Consultants, or appropriate leads when necessary.
• Manage and maintain the departmental medical staff rota using the CLW system, ensuring all duties are covered and that rota changes, swaps, annual leave, study leave, sickness absence, and other amendments are accurately recorded and updated.
• Support the management of rotas across all areas of the department, ensuring staffing gaps are identified and covered appropriately to maintain safe service provision.
• Arrange and coordinate cover for additional theatre sessions, emergency pressures, sickness absence, and other staffing changes as required.
• Liaise with Rota Masters, Consultants, medical staffing teams, to ensure adequate departmental and on-call cover is maintained at all times.
• Administer and process extra duty claims in accordance with Trust procedures and maintain accurate records.
• Coordinate and manage Obstetric Pre-Assessment Clinics, including booking appointments and liaising with relevant clinical staff.