Emergency and Acute Medicine Medical Rota Coordinator

Job overview

This is an exciting opportunity to join the dynamic Acute and Emergency Medicine team as the Rota Coordinator. The aim of this role is to produce and co-ordinate all Emergency Department junior doctor and consultant rotas, the Conveyance Avoidance Helpline consultants rotas, SDEC doctors and Acute Medicine consultant rotas.

The post holder will be required to co-ordinate, log and monitor all types of leave for junior doctors and consultants in the Emergency Department, SDEC and consultants in the Acute Medicine department.

To act as the first point of contact for issues relating to Junior Doctors and consultants, (e.g. sickness absence reporting, annual leave, study leave, shift swaps, locum cover)

To ensure there are sufficient number of junior doctors on any particular day, and the skill mix is correct

To find locum doctors to fill any gaps in the rota.

Key relationships include multidisciplinary staff within Acute and Emergency Medicine, the Human Resources Department / Medical Workforce Team, staff in the Centre of Multi-Professional Education and Training (COMET).

This post is suitable for secondment subject to agreement of your existing manager. Please refer to the secondment policy for more information.

Main duties of the job

Distribute and maintain the master copy of the junior doctor and consultant rotas

Maintain the contact list for junior medical staff and consultants and distribute information as required

Ensure all posts are covered at all times

Complete sickness absence notifications, ensuring relevant team/on-call consultants are notified

Arrange cover for staff reporting sick by checking if internal cover can be arranged before proceeding to outside locums and agency staff

Inform senior medical staff where return to work interviews are required and maintain accurate record keeping of such interviews

Provide a weekly staffing list for the on-call teams and bed management group

Distribute a weekly rota to all the Emergency Department and Acute Medicine staff

Co-ordinate all junior doctor and consultant requests for study leave and annual leave ensuring rota rules and procedures have been followed

Keep a record of all medical staff absences and raise any issues with Clinical Directors or management team

Detailed job description and main responsibilities

Manage all leave taken ensuring the right amount of annual leave is taken and taken appropriately

To act as the link between junior doctor staff and Clinical Directors / Management team, ensuring all issues raised by the junior doctors are highlighted in the appropriate forums

To help coordinate, produce and distribute all junior doctor information packs and liaise with consultant and medical education staff in the delivery of the speciality induction programme

Review rota at changeover periods to ensure appropriate staffing levels

Ensure individual rotas have been distributed 6 weeks prior to any new doctor starting

Record junior doctor and consultant attendances at formal training events, induction meetings and meetings with educational supervisors

Allocate junior doctors to shifts in paeds/resus/majors according to the rules set out by the consultant body

Liaise with the ED Senior Nursing team (Matron/dHoN/HoN) about Emergency Nurse Practitioner rota to ensure there is sufficient cover in minor injuries

Liaise with the Physician Associate rota co-ordinator to ensure there is sufficient cover on weekends

Allocate junior doctors to present on teaching days according to the rules set out by the consultant body

Devise a system of “shift swapping” recording who has agreed to undertake shifts and authorised by the consultant

Keep the educational supervisors of the junior doctor informed of unauthorised absences

Keep the General Manager and Clinical Director aware of any significant cost pressures

Assist the General Manager in the effective management of all clinical and non-clinical risks arising from any of the rotas

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.