Senior Rota Co-Ordinator

Job overview

We have an exciting full time opportunity within the Women’s & Children’s Division at UHCW for an experienced Senior Rota Coordinator and Administrator. We are looking for someone with a strong track record of delivering high quality administrative support and proven experience in medical staffing rota management and MS software packages.

You will bring a flexible approach, strong attention to detail, and the confidence to work collaboratively across a busy clinical environment. Working closely with clinicians, the Divisional Management Team, Finance and Medical Staffing, you will play a key role in ensuring that all forms of leave, rota activity and agency/locum usage are accurately managed, compliant and cost‑effective.

Women’s & Children’s at UHCW is a dynamic and fast paced division, and no two days are the same. The successful candidate will be able to work well under pressure while maintaining a calm, professional and approachable manner. Strong communication and interpersonal skills are essential, enabling you to build effective working relationships with clinical teams and colleagues across the division.

Previous experience as a Rota Coordinator or in a similar NHS role is highly desirable, and experience using rota systems would be an advantage.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

• To oversee the production and maintenance of junior doctor on call rotas for Women and Children’s throughout the Trust, ensuring that they are compliant with EWTD and New Deal regulations and that they are equitable for all staff.
• To oversee the design, production and monitoring of new medical rota templates, when required, ensuring compliance with EWTD, New Deal regulations and bandings.
• To oversee an annual review of all medical rotas to ensure continued compliance with EWTD and New Deal regulations.
• To oversee the production and maintenance of Consultant on call rotas for Women and Children’s.
• To ensure that on call rotas are amended in a timely fashion to reflect leave, swaps, sickness absence or any other reasons requiring amendment of on call rotas
• To ensure that any gaps in on call rotas are identified and ensure that such gaps are reported to Temporary Staffing Services in a timely manner to maximise the chances of obtaining appropriate cover.

Detailed job description and main responsibilities

• To support TSS to ensure that all locum staff are provided with prompt induction to the Trust and their roles and responsibilities and to ensure that all locums receive the required ID and ICT accesses in a timely manner to enable them to undertake their roles
• To oversee the monitoring of locum usage to support on call rotas and to ensure that regular reports are provided to finance regarding locum usage and appropriately challenge where other options can be utilised.
• To ensure that any enquiries relating to on call rotas are dealt with and responded to in a timely manner.
• To ensure that all leave and swaps are accurately recorded in a timely fashion and to ensure that all rotas are updated accordingly to ensure rotas remain accurate at all times.
• To ensure that all sickness absence of doctors in training is recorded promptly and accurately to ensure that rotas remain accurate at all times
• To oversee the monitoring of sickness absence of doctors in training and to ensure that all breaches of sickness absence targets are notified promptly to the Clinical Lead for the relevant specialty
• To oversee the management of leave of doctors who fall under the line management of the Women and Children’s Group to ensure that all leave is accurately and promptly recorded.
• To oversee the production of the weekly ward cover plans for Paediatrics ensuring that they are accurate and produced and distributed in a timely manner.
• To oversee the production of data in support of the management of the Women and Children’s Group and ensure that such data is produced and distributed in a timely manner.
• To undertake any project work relating to rotas or rota management, as required.
• To undertake any other duties of a similar nature consistent with the responsibilities of the post in order to provide a quality service

For further details of the role please see the attached job description.