Rota Coordinator (XN04)

Leeds Teaching Hospitals NHS Trust; Leeds; On-site; GBP 26,000 - 30,000; Full time

Job description

Job Summary

This role demands a meticulous and resilient Rota Coordinator to expertly manage resident doctor rotas and schedules within the Speciality & Integrated Medicine CSU. This involves close collaboration with the Lead Clinician, resident doctors, medical deployment, and the CSU management team to maintain effective rotas through robust administrative protocols and procedures, ensuring alignment with service needs.

The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organisational and communication skills, proficiency in Excel and Healthroster, and the ability to prioritise and resolve issues efficiently.

They will build strong relationships across the CSU, leveraging negotiation and influencing skills while managing a demanding workload under pressure. This is an excellent opportunity for an experienced individual seeking a dynamic role where they can contribute significantly to the smooth operation of medical staffing.

This is a challenging role and the successful applicant will need to demonstrate the ability and flexibility to manage conflicting priorities.

This is an exciting opportunity for a flexible, highly effective and experienced individual to join the team as a rota coordinator providing a service across Speciality and Integrated Medicine CSU.

Expected Shortlisting Date

15/04/2025

Planned Interview Date

23/04/2025

Main duties of the job

The ideal applicant for this post will be able to demonstrate the following attributes: strong knowledge and skills in general medicine, positive response to the challenges of service development, resilience and flexibility in the face of change, excellent interpersonal and communication skills. They will be able to work cooperatively with colleagues both at consultant level and across the multidisciplinary team.

About Us

Leeds is one of the UKs' largest and most populous cities and the Leeds Teaching Hospitals are one of the largest teaching hospitals in Europe, employing over 22000 staff.

The organisation can provide varied and challenging work. The Trust also offers a competitive salary, flexible working, an excellent pensions package, and of course NHS discount at a wide range of the High Street's stores, online and also for certain services. We also offer a wide range of personal and professional development opportunities to help you meet your career and personal goals.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed.

Date posted

27 March 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-SIM-173

Job locations

Leeds General Infirmary
Great George Street
Leeds
LS1 3EX

Job Description
Job responsibilities
Job Purpose

The post holder will be accountable for the provision of a comprehensive Resident Doctor Rota Planning. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues internal and external to the Trust. The post holder will be required to cover for colleagues during absence and work flexible hours when necessary. The post holder will support and manage processes to sustain the Resident Doctor rotas through administrative protocols, processes, and procedures in line with service requirements.

JOB DIMENSIONS

Based in Specialty and Integrated Medicine CSU, the post holder will provide a high quality comprehensive service to undertaking complex clerical work including the management of junior doctor rotas, organisation of the induction process, maintenance of internal websites, and typing of confidential correspondence, agendas, minutes of meetings, reports, briefings and other documentation in relation to the deployment of Resident Doctors in Specialty and Integrated Medicine CSU. The post holder will expedite data and will maintain appropriate databases to cross reference resident doctor cover arrangements with the Medical Deployment team.

Knowledge, Skills And Experience Required

1. RSA III Typing/Word processing or equivalent
2. Minimum five GCSE (or equivalent) grade C or above
3. European Computer Driving License (ECDL)
4. Experience at PA standards gained over a significant period
5. Knowledge of clinical/operational areas that the service area interacts with
6. An ability to accurately transcribe complicated/complex audio tapes, notes and type complicated medical information while subject to frequent interruption.
7. The ability to cope with the sometimes emotional nature of the work when dealing with situations requiring sensitivity involving colleagues and patients.
8. An ability to exercise judgment when dealing with patient enquiries to evaluate and resolve situations.
9. Understanding knowledge of office based procedures/systems gained over a significant period
10. Experience of using a variety of IT applications in a Windows based environment
11. Understanding of medical and terminology
12. Knowledge of websites

THE LEEDS WAY VALUES

Our Values Are Part Of What Make Us Different From Other Trusts, So We See This As a Strength, As Well As a Responsibility. They Have Been Developed By Our Staff And Set Out What They See As Important To How We Work. Our Five Values Are

1. Patient-centred
2. Collaborative
3. Fair
4. Accountable
5. Empowered

All our actions and endeavours will be guided and evaluated through these values.

Additionally, the following are core values which relate specifically to this post:

1. Professional approach and attitude to work, patients and colleagues
2. Flexibility in approach to work and colleagues
3. Team worker
4. Attention to detail
5. Accuracy of work
6. Reliable
7. Honest
8. Commitment to quality of work
9. Respect for confidentiality
10. Committed to self-development
11. Adheres to procedures

Core Behaviours And Skills

1. Excellent organizational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines
2. Highly developed interpersonal skills with the ability to communicate clearly and effectively at all levels, i.e. patients, colleagues and health professionals, within the Trust and externally
3. Must be tactful and diplomatic
4. Interpretation and analysis of reports, databases and spreadsheet information
5. Proactive approach to working
6. Commitment to ensuring work is completed and targets met within the timescales dictated by the NHS and Trust protocols
7. Supportive and helpful to patients and Trust employees at all levels
8. Compassionate and understanding with the ability to demonstrate integrity and respect confidentiality
9. Ability to adapt to new working practices and processes
10. Effective communication skills, verbal and written, at all levels
11. Ability to work within local, Trust and NHS processes and protocols
12. Seeks to develop and improve services
13. Demonstrate a commitment to Team working both internally and externally
14. Enthusiastic
15. Calm disposition
16. Flexibility in work and workload
17. Prioritisation skills
18. Assertive/confident
19. Use of initiative
20. Time management
21. Ability to work accurately under pressure

CORE KNOWLEDGE AND UNDERSTANDING

1. An understanding of Trust and National standards/targets applicable to their service area
2. Clear knowledge/understanding of medical terminology applicable to the service area
3. An understanding and appreciation of complimentary service areas/functions
4. Well developed knowledge and experience of operating and utilizing information systems, software applications and office equipment
5. Aware of the Data Protection Act and appropriate care of patient information
6. Have achieved a good standard of general education with qualifications and experience pertinent to the role
7. Diary management
8. Arranging meetings
9. General office practice
10. Understanding of the department

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

1. Provide a full range of highly experienced secretarial skills such as diary management, typing of confidential correspondence, agendas, minutes of meetings, reports, briefings, newsletter, and other documentation in relation to junior doctor rotas.
2. Responsible for making decisions on processes relating to the deployment of junior doctors and the management of the junior doctor rotas.
3. Manage and maintain Trust Intranet pages with detailed information Specialty and Integrated Medicine CSU wards and outlier arrangements to ensure Trust staff have access to relevant documentation and information on medical cover.
4. Several times a week required to provide and receive complex information from Trust Consultants, Medical Deployment Officer etc relating to the deployment of Junior Doctors, relaying of information to and decisions from the Medical Deployment team.
5. Responsible for facilitating the successful resolution to issues received relating to medical cover on Specialty and Integrated Medicine CSU and outlying wards.
6. Creating and maintaining appropriate record systems for the maintenance of rotas.
7. Using a range of IT skills to support the Junior Doctor Rota Planning, e.g. maintenance of databases and development of spreadsheets, inputting and reporting from these on a regular basis and preparation of PowerPoint presentations.
8. Assist the Service Manager by providing essential cover in the absence of the Senior Rota Coordinator taking responsibility for the provision of vital administrative support to the medical teams.
9. Liaising with Resident doctors, Consultants, Medical Deployment and Trust Managers as and when required.
10. Respond to written and telephone enquiries in a polite and helpful manner, prioritizing messages and taking responsibility for any follow-up action.
11. Work as part of the administration team and, when necessary, provide inter-departmental cover when required.
12. Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the Directorate, the Leeds Teaching Hospitals Trust and the NHS.
13. The post-holder may be expected to deputise in a supervisory capacity as and when required.
14. Create and manage relevant files both electronically and manually for the Consultant Lead for Resident Doctor Rota Planning.
15. Organise venues for meetings eg. Trust Local Induction, Feedback Sessions etc, arrange catering and travel arrangements.

COMMUNICATION & WORKING RELATIONSHIPS

The postholder is required to maintain effective communication links with the staff working within all service areas of the CSU. Provide and receive routine information arranging internal and external meetings.

The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals and institutions which the post holder comes into contact with. Typically, these will include internal networks associated with the specialty area as well as other external contacts as appropriate. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times.

SPECIAL WORKING CONDITIONS

The post holder may be required to travel using road transport to provide service cover on other Trust sites.

I) PHYSICAL EFFORT

The role requires a person able to work under pressure to meet deadlines and work quickly and accurately. High level of manual dexterity is required in order to use keyboard skills at the required speed.

The post holder would be required to lift and move stationery items.

Ii) MENTAL EFFORT

Various degrees of concentration are required on a daily basis in many areas of the role.

Updating of the Specialty & Integrated Medicine CSU website (prolonged)

Taking instruction on specific matters (frequent)

General rota duties (frequent and prolonged)

On a daily basis deal with phone enquiries from staff, resident doctors, consultants,

Preparation of reports (frequent)

Iii) EMOTIONAL EFFORT

The pressure of meeting deadlines and interpreting medical terminology frequently causes anxiety.

Iv) WORKING CONDITIONS

The post holder has to deal with a variety of personnel and visitors through the department. The office is the direct enquiry line for the CSU Business and Service Managers and the post holder does occasionally have to deal with various queries.