ED Rota Coordinator

Job overview

This role will work across the ICSU, this includes the Emergency Department, General and Acute Medicine, and Ambulatory Emergency Care to implement, embed and maintain processes and control procedures to ensure that leave arrangements, rota’s and agency and locum utilisation are effectively managed. The majority of this role will ensure safe and adequate of the ED clinical rota.

The Postholder will develop close working relationships with clinicians, the ICSU management team, Health rostering team, Bank partners, and Medical Staffing to give assurance that all forms of leave, rota’s and agency and locum control procedures are effectively embedded and are in accordance with associated Trust policies, enabling key activity targets

Main duties of the job

Workforce Scheduling

Creating and publishing medical staff rotas (doctors, and sometimes advanced practitioners or other clinical staff).

Ensuring adequate staffing levels for all shifts, including days, nights, weekends, and holidays.

Balancing service requirements with contractual obligations, training needs, and leave entitlements.

Leave and Absence Management

Processing annual leave, study leave, special leave, and other absence requests.

Recording sickness absence and arranging cover where required.

Monitoring leave balances and ensuring fair allocation of leave.

Locum and Gap Management

Identifying rota gaps caused by vacancies, leave, sickness, or training commitments.

Arranging internal cover or booking locum staff to fill shifts.

Liaising with staffing banks and locum agencies.

Tracking locum usage and associated costs.

Reporting and Administration

Maintaining accurate staffing records and rota databases.

Producing reports on staffing levels, vacancies, locum expenditure, and leave usage.

Supporting workforce planning and recruitment by identifying recurring staffing shortages.

Induction and Onboarding Support

Adding new starters to rotas.

Ensuring new staff have access to rota systems and understand scheduling processes.

Coordinating transition periods during trainee changeovers.

Detailed job description and main responsibilities

Rota

To manage processes for capturing and recording annual, sick, study and professional leave for both junior doctors and consultants. To work with the Service Managers to embed the leave policy within the ICSU’s. Provide up to date induction packs during rotation weeks explaining ICSU’s processes to Junior Doctors. To develop and maintain administrative systems including SOP’s to ensure efficient and effective operation of the on-call rota and locum cover across Emergency Integrated Medicine Maintain and update database of all vacant junior doctor shifts to be covered either by agency or locum. Provide regular updates for the consultant on-call rota, escalating gaps to the appropriate manager where service delivery may be compromised as a consequence Liaise with nominated junior doctor and senior medical staff on a regular basis to facilitate the smooth and efficient running of all rota’s Liaise with medical HR to be aware of the incoming junior and medical staff and proactively inform the relevant consultants of any gaps All rotas to be completed and uploaded 6 weeks in advance

Communication Ensure rotas are circulated to key staff throughout the directorate including consultants, trainees site and switchboard in a timely manner, with changes to any published rota being effectively communicated to these staff Consistently work in close partnership with management and the relevant clinical teams to ensure transparency of issues and robust solutions through recruitment To deal appropriately and effectively with the incoming mail and resulting correspondence. Responding promptly to telephone calls, emails and enquiries. Maintain a professional manner and appearance at all times Communicate sensitively and effectively with all staff and junior doctors, using active listening and adapting communication style and methods as necessary to meet their needs Participate in meetings as appropriate Deal with complex queries Demonstrate the high levels of customer care and be an ambassador for the trust Ensure high levels of agency and clinician satisfaction being accessible, rota and focused and knowledgeable point of contact Maintain a department list and ensure all doctor contact details are up to date and group emails are set up

Agency and Locum Spend

Liaise with agencies to ensure they comply with protocol, payments and cap rates (as authorised by the Trust). To ensure the processes for doctors joining/leaving the ICSU are efficiently and effectively managed to shorten the period for which locums may be required. To develop and embed ICSU control mechanisms for locum spend. Investigate agency locum’s non-attendance and process for compensation. Implement departmental guidelines for processing payments for locums To ensure timesheets are finalised in an efficient manner according to Trust policies. Liaise regularly with the appropriate colleagues in the ICSUs’ Finance teams to ensure accuracy of data regarding agency and locum spend Drive the Trust’s Cost Improvement agenda by proactively managing rota gaps to encourage uptake of shifts via the Trust’s bank resource, thus minimising agency spend

Leave Management

To maintain the escalation process for leave requests. To maintain the escalation process for non-compliance to the policy. To input all Junior Doctors Leave and sickness on ESR. To input all consultant Leave and Sickness on ESR and Allocate To calculate leave entitlement for Consultants based on job plan and consolidate leave into days they work at the Trust. Maintain up to date and easily understandable records for both consultant and junior doctor leave.

Administrative Duties Good administration is key to this post, you must have a good understanding of Word packages, be able to devise spreadsheets and manipulate data into tables/graphs. You will also need to prioritise your work and have a flexible approach to work and situations. You may be required to Provide administrative support and minute taking at meetings as requested by Service Managers and provide diary management for Business Meetings. Provide overall support for the Service Manager, Clinical Leads and Clinical Director, keeping them regularly informed regarding all aspects of medical staff. Compile the local departmental induction pack in conjunction with Clinical Leads/Clinical Directors. Coordinate the departmental induction and training of new and temporary staff. Bring to the attention of the Service Manager, Clinical Leads and Clinical Director any on-going or major problems. To provide relevant reports as requested.

Education and Training/Self-Development Identify own training and development needs and undertake appropriate training/education as required. Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed To attend all statutory and mandatory training as and when required to do so

Other Duties

Respond to queries from a variety of colleagues regarding locum cover, leave and on-call changes in a clear, timely manner Keep distribution lists up-to-date to ensure relevant information is disseminated appropriately. Keep intranet updated with uploading the relevant rota weekly Support new medical staff in accessing network accounts and familiarising themselves with Trust policies and procedures Maintain records of study leave attendances and entitlements for junior doctors and consultants, and make arrangements for the payment of associated expenses Any other reasonable support activities as requested by Service Managers to assist with efficient and safe service delivery Support service management team in the termination of medical staff leaving the Trust. To provide cross cover with the EIM Team Administrator when required, which will include managing diary’s and minuting meetings and placing orders on the trust procurement system To keep up to date with recent developments in Leave Policies and Working Time Regulations. Ensure adherence to confidentiality of personal data in accordance with the Data Protection Act. Provide departmental induction to Consultants and Doctors upon their start at the Trust, including supporting new medical staff in accessing network accounts and familiarising themselves with trust policies and procedures. Support service management team in the termination of medical staff leaving the trust To keep up to date with recent developments in leave policies and working time regulations