Rota Coordinator Administrator

Job overview

An exciting opportunity has arisen for Rota Coordinator Administrator in the Endoscopy Department. This full time post will be responsible for supporting of the administrative co-ordination of the procedure room allocation rota across endoscopy whilst escalating any issues as necessary to the Quality and Rota Manager.  In addition they will be responsible for supporting to ensure the audits that the endoscopy department is required to undertake are completed within a timely manner to allow for the audits to be discussed at the relevant governance meetings and recorded efficiently.

Applicants should have a responsible, professional attitude and be able to demonstrate good communication skills. A high degree of integrity is required as is the ability to work well under pressure and conflicting priorities. An interest in service improvement would be beneficial.

For further information, please contact Dawn Gargett, Quality and Rota Manager ([email protected]).

Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification

Main duties of the job

• To coordinate and collate the endoscopy room allocation room with oversight of the Quality and Rota Manager in a timely manner (i.e. available for publication minimum 6 weeks in advance) ensuring consultant rotas are checked thoroughly and all unused capacity is fully utilised where possible.
• Support to ensure that the rota meets the operational demands of the service.
• Revision of rotas, as necessary, to allow for shift swapping/leave requirements ensuring that absences are managed in accordance with Trust Policy, escalating issues as necessary.
• To be a point of contact for endoscopy service users and stakeholders, addressing any issues or questions relating to the rota as they arise and to work with senior nursing staff to check that the rotas are correct and highlight any areas of concerns to the lists.
• To ensure the endoscopy room rota is transferred to scheduling system.

Detailed job description and main responsibilities

• Collate the endoscopy rota/room allocation from specialty team plans and keep an accurate record.
• Collate the Nurse Endoscopist annual leave, keep an accurate record and arrange for cover where required.
• Allocate the Clinical Endoscopists lists adhering to the guidelines.
• Be reactive to day-to-day issues such as Endoscopist or Nurse sickness establishing cover by contacting Endoscopists directly through e-mail, bleep and phone etc.
• Proactively liaise with Endoscopists when cover is required for empty sessions and escalate if there are capacity issues to the Quality and Rota Manager.
• To monitor the allocation of lists for different purposes making sure that there is adequate inpatient cover and that the outpatient cover is balanced to meet capacity and demand, based on the latest priorities of the service.
• To liaise with the Admin Team Leader, Clinical Admin Manager and the Quality and Rota Manager regarding cover for lists.
• Load the rota onto Scheduler and keep the rota spreadsheet accurate.
• Do a weekly rota check with all of the specialities and update rota leads with any inconsistencies.
• To add the telephone preassessment clinics to IPM and keep the spreadsheet up to date.
• To monitor the use of the telephone preassessment clinics on IPM and close down any that are not used.
• To liaise with the Quality and Rota Manager regarding dedicated training lists and support with the trainee rota.
• To support the Quality and Rota Manager with keeping the competencies for the Endoscopists and trainees up to date.
• To report any inaccuracies on Scheduler for the endoscopists to the IT Manager so that there is a thorough housekeeping system in place.
• To support the Quality and Rota Manager in obtaining medical records for the PCCRC audit and 30 Day Mortality audit and ensuring that iPM is accurate with the location of these medical records.  Maintaining  the audit spreadsheets, ready for review by the Governance Clinical Lead.
• To obtain discharge summaries from Salus and download them for review as part of the 8 Day Readmission audit by the Governance Clinical Lead, maintaining the audit spreadsheet.
• Ensure that a clear understanding is obtained surrounding Data Quality, Data Protection and Patient Information Management system (iPM), EndoVault and to be able to work within these guidelines at all times.
• To be flexible to support with booking patient appointments for procedures in times of sickness/annual leave. For further details please see enclosed JD&PS.