Medical Rota Co-Ordinator – Band 5

Job overview

Working in conjunction with the Directorate Medical Leads, the post holder must ensure the provision of high quality patient care by efficiently deploying junior medical staff across specialities, including on call, across the Urgent, Planned and Network Groups.

This will involve close liaison with junior doctors, Consultants, Medical Leads, and management teams and the Trust’s Medical Human Resources department. It will be necessary to have a daily overview of all junior medical staff within the care groups, anticipate problems and autonomously resolve situations.

Will be responsible for the day to day management of medical staffing rotas across allocated areas, working on own initiative to identify and resolve issues, taking action as deemed appropriate. The post holder will co-ordinate, log and monitor all types of leave for medical staff, including Consultants.

Work closely with medical staffing bank and locum agencies to minimise spend on locum cover whilst ensuring safe staffing levels.

Will act as the first point of contact for issues relating to Junior Doctors including sickness reporting, annual leave, study leave, shift swaps and organising locum cover. This will include the involvement in induction of the rotating doctors.

Main duties of the job

• Prepare rotas and manage administrative tasks supporting the creating, collation and completion of rotas as required.
• Plan ahead and pre-empt rota gaps and ensure locum cover as necessary. This will require the ability to acquire an in-depth knowledge of the process for rota management and ability to identify the appropriate grade of support to the correct area within the specialty.
• Identify internal resources to cover gaps and encourage doctors to join locum bank.
• Ensure that locums booked receive reporting instructions and induction materials, including EPR training and log in details.
• The post holder will be responsible for the preparation and distribution of weekly rotas ensuring that all sessions are covered by the relevant grade, identifying gaps in the rotas and escalating as necessary. Any amendments to the rota after distribution to be advised to all relevant parties.

Detailed job description and main responsibilities

• Support the care group directorates with the implementation of any departmental rotas according to the needs of the directorate.
• Completing and updating HealthRota/DRS5 and ensuring rotas are compliant with the 2016 junior doctor contract.
• Ensure rotas are compliant with working time directives and the 2016 junior doctor contract.
• Support the Educational supervisors in the management of exception reporting.
• To support in the preparation, delivery and retrieval of diary cards and electronic diary data in a timely manner.
• The post holder will maintain good working relationships with staff within the Care Groups and in other departments across the Trust.
• Work flexibly and liaise with the team to maintain and ensure smooth running of the directorate, gaining additional skills as required.
• Be aware of workload and pressures within other areas enabling support and encouragement to be given to the team as necessary.
• To assist the line manager to ensure the delivery of an efficient and comprehensive service that is receptive to the needs of the directorate and meets the performance requirements of the Trust.
• Ensure adequate cover is in place during absence.