Medical rota coordinator

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Job Overview
The Women and Children's Division is looking for an individual with experience and knowledge of rota coordination/resource planning to take on this challenging but rewarding role. You must have excellent computer, administrative and communication skills and work well as a member of a team whilst being able to use their own initiative.

You will provide administrative support to the department managers by day to day administration and co-ordination of rotas for the department’s doctors across the Division to ensure a smooth running of activity and optimally maximising the activity which can be delivered within our services, flagging up any rota issues with managers in a prompt and timely way.

You will liaise with doctors, clinical teams, admin staff, waiting list coordinators, outpatient teams and IT as well the management team to ensure effective high quality service is provided for our patients.

Main duties of the job

• To be responsible for maintaining accurate and up to date rotas using Excel and/or rota software for all divisional activity, including coordinating cover for theatres, clinics, wards and on-call provision, OOH work and additional activity.
• To maintain accurate spread sheets around flexible cover sessions for theatre lists and clinics.
• Agree and approve annual leave for clinical staff based on department policy and ensure accurate recording of this, escalating to General Manager appropriately.
• Ensuring on call swaps and gaps are covered within the rota.
• Forward planning for potential changes in rota to maximise activity delivery, typically working to 6 weeks out.
• Build and apply templates for junior medical staff on rotations.
• Weekly meeting with Performance and Ops manager, General Managers and College Tutors for clinic, theatre, ward and on call forward look.
• Collate extras for all clinical staff monthly, liaising with medical HR and finance.
• To liaise closely with department managers and follow their instruction on arranging action for cancelling clinics and theatre lists.
• To undertake training as and when necessary and to ensure awareness of and compliance with Trust policies and procedures.

Working for our organisation
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities
For full details of the Rota Coordinator role, please see the job description and person specification.

Person specification
Education / Training / Qualifications
Essential criteria

• Good general education including GSCE in Maths or English (or equivalent).
• Advanced keyboard and computer skills (Microsoft office).
• Confident user of Excel and Word.

Desirable criteria

• Patient Administration System (PAS) training.

Work experience
Essential criteria

• Previous experience in managing rotas.
• Experience of working under pressure.
• Experience of working as part of a team in a multi-disciplinary environment.
• Excellent written/verbal communication skills.
• Excellent customer care skills.

Desirable criteria

• Experience of working in the NHS or similar organisation.

Knowledge / Skills
Essential criteria

• Ability to work using own initiative with excellent organisational skills and meticulous attention to detail.
• The ability to work under pressure, within a stressful environment, prioritise own workload and work to tight deadlines.
• Ability to exercise judgement and take responsibility for actions.
• Able to promote good working relationships amongst team, colleagues and clinical staff.
• Willingness and ability to learn new IT skills and technology.

Personal qualities
Essential criteria

• Confident and sympathetic when dealing with patients/staff.
• Ability to be calm and professional when working under pressure.
• Confident to discuss staff shortages and rota issues with all medical teams, often going to ward, clinic and theatre areas to come up with solutions.

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.