Rota Coordinator

East Lancashire Hospitals NHS Trust; England; On-site; GBP 30,000 - 40,000; Full time

Job summary

East Lancashire Hospitals NHS Trust is seeking a MEC Rota Coordinator to support rota management within Medicine and Emergency Care. You will work with the Deputy Directorate Manager and Directorate Manager to ensure staffing provision and service continuity, developing workforce improvement programmes and monitoring tools.

The role involves liaising with clinicians and admin staff, leading induction programmes, and contributing to policy development and project monitoring to deliver safe,

Qualifications

• Extensive knowledge and experience of Senior Administrative procedures and practices.
• GCSE level 4 or above or equivalent level of skills in English Language and Maths.
• Experience OR demonstrable understanding of rota management.
• Experience of Leading an administration team working in a customer facing role.
• Experience of working on own initiative.

Responsibilities

• Provide support on the MEC rota to the Rota Master(s) in all Directorates.
• Hold overall responsibility for ensuring gaps within rotas are covered appropriately.
• Negotiate with Medical staff to agree cross cover within and between directorates.
• Ensure staff rotas are produced accurately following guidelines from the Deputy/Directorate Manager.
• Liaise with Medical Staffing regarding Locum requests and ensure induction for locum staff.
• Process documentation for Senior and Resident Medical Staff (leave requests, study leave).
• Lead Directorate Induction Programmes during changeover/rotation.
• Liaise with Directorate Educational Leads at changeover/rotation.
• Establish and maintain efficient office systems and comprehensive records for leave and sickness.
• Identify opportunities to utilise manpower and maximise resources with DDM.

Skills

Rota management

Senior administrative procedures

Leading an administration team

Own initiative

Customer facing roles

Education

GCSE English and Maths (level 4+)

Job description

Main duties of the job

This is an exciting opportunity to work in the fast paced Medicine and Emergency Care supporting the Operational Management Teams as the MEC Rota Coordinator on a permanent basis. The primary duties of the post holder are to support with rota management, This role will work closely with the Deputy Directorate Manager and Directorate Manager and wider directorate team to ensure that essential staffing provision is provided for the service, raising any concerns to the senior management team. This will involve close working with both clinicians and administrative staff. The post holder will also play an integral part in the development of continued workforce improvement programmes supporting the delivery of safe, personal and effective care of services within Medicine and Emergency Care will provide regular review of the effectiveness of these. This will include supporting with development of policies, procedures and monitoring tools for key projects.

• To provide specific support (on the MEC rota) to the Rota Master(s) in all Directorates.
• To hold overall responsibility for ensuring that the gaps within rotas are covered appropriately.
• To negotiate with Medical staff to agree cross cover within and between directorates.
• To ensure staff rotas are produced in an accurate manner following guidelines issued from the Deputy or Directorate Manager.
• To liaise with Medical Staffing regarding Locum requests as appropriate and to ensure that the induction process for locum staff is implemented.
• Process documentation and correspondence for Senior and Resident Medical Staff (eg, leave requests, study leave) liaising with DDMs to ensure service continuity is maintained and where necessary Medical Staffing.
• To lead in Directorate Induction Programmes at times of changeover/rotation.
• To liaise with Directorate Educational Leads at time of changeover/rotation.
• Establish and maintain efficient office systems, including filing systems ensuring comprehensive records are maintained throughout for recording medical staff annual leave and sickness absence.
• Identify potential for utilisation of manpower or clinical sessions and work with DDM to maximise these resources liaising with nursing staff and other departments.
• Have knowledge of MEC rota and provide and receive reciprocal cover in times of annual leave.

Working for our organisation

We are an Equal Opportunities employer and will do all we can to make sure that job applicants and employees do not receive less favourable treatment because of their age, sex, marital status, faith, race, disability or sexual orientation, or for any other reason that is not justified.

In accordance with the Health and Safety at Work Act 1974, and other supplementary legislation, all employees are required to follow Trust Health and Safety policies and safe working procedures, take reasonable care to avoid injury during the course of their work, and co-operate with the Trust and others in meeting statutory requirements.

All employees must comply with Prevention and Control of Infection polices and attend any related mandatory training. The Trust attaches great importance to Sustainability and Corporate Social Responsibility. It is the responsibility of all members of staff to ensure that the Trust's resources are used efficiently with minimum wastage throughout their daily activities.

Detailed job description and main responsibilities

To ensure that correct rota information is delivered to reflect standards of compliance required for data protection, quality, system security policies, procedures and guidelines. Cover colleagues as required & deputise for Manager in their absence Participate in HR processes - sickness absence monitoring/PDR's/authorisation of annual leave/departmental rotas, 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.

• Extensive knowledge and experience of Senior Administrative procedures and practices
• GCSE level 4 or above or equivalent level of skills in English Language and Maths
• Experience OR demonstratable understanding of rota management
• Experience of Leading an administration team working in a customer facing role
• Experience of working on own initiative.

Desirable criteria

• Previous NHS/ Healthcare experience
• Knowledge of European Working Time Directive
• Experience of Rota Design, Clear and accurate written and verbal communication
• Negotiation and influencing skills
• Proven ability to keep information confidential
• Proven ability to work in a team & is supportive of team members
• Listening Skills

Desirable criteria

• Demonstrable Problem Solving Ability

At East Lancashire Hospitals NHS Trust our vision

We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.

The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust.

We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust

• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.

Disclosure and Barring Scheme (DBS)

If the role you are applying for is identified as either controlled or regulated activity as defined in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost for an Enhanced DBS, is £45.90 and for a Basic & Standard, this is £24.90 this cost includes a £4.90 admin fee.