Rota Co-Ordinator

Job overview

This is an exciting opportunity to join our newly formed centralised rota team, based at Stepping Hill Hospital. You will have overall responsibility for ensuring that the Medicine & Urgent Care Division has sufficient medical cover to meet the service demands. Working closely with the Divisional Management and Clinical teams you will ensure that all medical rotas are produced in a timely manner, utilising both existing and temporary staff in the most appropriate and cost effective manner, including co-ordination of the weekly rotas and forward planning of rota(s), leave entitlement/attendance.

This role is challenging and demanding and will require excellent time management, interpersonal and organisation skills. You must be able to prioritise your own workload, have a flexible approach to duties and be able to cross cover the other rota co-ordinator as and when required. You must be able to communicate effectively with staff at all levels within the Trust and be responsible in ensuring optimum use of physical capacity throughout medical teams to deliver service needs.

You should have equivalent experience to degree level and/or relevant experience. You must also be motivated and pro-active within your role and able to wok flexibly.

Main duties of the job

• To produce and maintain all medical rotas ensuring they are prepared in a timely manner and have divisional approval.
• To maintain the master electronic rota ensuring collation and timely input of new data.
• To act as first point of contact for rota-related issues and enquires.
• To manage all aspects of, and to maintain, including the electronic recording of all leave and absence for medical staff in the Medicine and Urgent Care Division.
• Responsible for all clerical/administrative amendments to the rota
• Liaise with medical staffing personnel as required, ensuring use of locum/additional medical staffing is kept to a minimum.
• Answer the telephones, in a polite and professional manner, actively dealing with queries and troubleshooting problems that may arise.
• Preparing the new leave year electronic documentation, calculating leave entitlement following Trust and department policies and monitoring allowances.

Detailed job description and main responsibilities

• To ensure all changes to the rota are conveyed to relevant staff in a timely and efficient manner, ensuring daily contact with the Clinical Rota Master(s) and / or Directorate Managers (as required) to discuss problems with list cover, sickness, training needs, on-call cover etc.
• To ensure appropriate cover for all oncall shifts.
• To ensure all changes to the rota are recorded on the electronic system and saved in the shared Administration drive to effect continuity of service delivery.
• To act as first point of contact for rota-related issues and enquiries and coordinate responses ensuring appropriate escalation to Rota Master/Access Manager/Theatre Co-ordinator as required and sharing of information with anaesthetic administration team members and 18 week speciality teams.
• Deal with a variety of enquiries on behalf of staff using initiative to deal with these enquiries as appropriate taking messages and follow through as required.
• To liaise with College Tutor regarding all junior leave/absence for Trainee On-Call Rota when required.
• Book and record locums and ensure in the event that there are no locums available, that managers are alerted in a timely manner to allow them to implement alternative plans to maintain patient safety.
• Responsible for co-ordinating the relevant paperwork required for the payment of medical staffing, the electronic recording of that paperwork, for extra on calls/locums worked and ensuring authorised signatory signs off.
• Booking medical staffing locums based on the requirements of the service.
• Prepare electronic spreadsheet monthly for Office Manager to co-ordinate MI for Clinical Director/Business Manager.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trust’s policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.