Rota Co-ordinator - #1660361

An exciting opportunity to join the Haematology & TYA Directorate as a Rota Coordinator to support the service management team with the creation and management of rotas, resident doctor rotations and the inductions of resident doctors within the directorate. The post holder will also be expected to process annual leave requests from members of the medical team and provide other directorate administration as required.

This is a part time permanent role, working 22.5 hours per week. Working pattern can be negotiated with the service management team, providing working hours are within core office hours.

The post holder will support and actively promote a culture of equality, diversity, continuous learning, development, and improvement.

• To be responsible for the preparation and distribution of medical rota information, ensuring communication to all relevant staff and regular liaison with resident medical staff and consultants.


• Approving annual leave requests as per Trust Guidance within delegated authority and update and communicate in a timely manner.


• Identifying gaps in the rota and exploring opportunities to cover the gaps including swaps.


• Organise internal locum cover where required, obtaining approval where this is outside of delegated authority including contacting junior doctors personally to discuss options.


• Assist in the development and organisation of the inductions for new staff.


• To be responsible for recording medical sickness and absence record and ensure that details are kept up to date and returned to Medical Workforce within agreed time frames for submission to the North West Deanery.


• Retain records of Annual Leave to ensure appropriate spacing of Annual Leave throughout rotation.


• Undertake the administration associated with the processing of adverts, job descriptions and COEs for recruitment to identified medical vacancies, ensuring that all paperwork is completed and sent to Medical Staffing.


• Oversee medical staff equipment e.g. bleeps and laptops. This includes assigning new equipment at the start of a rotation and collecting this at the end of the rotation, in addition to dealing with required repairs etc.

The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

DUTIES AND RESPONSIBILITIES

• To be responsible for the preparation and distribution of medical rota information, ensuring communication to all relevant staff and regular liaison with senior and junior medical staff.


• Populate the rota with the names of new doctors at the commencement of rotation and as individuals start and leave during rotations.


• Manage the rota including but not exclusively:


• Updating for swaps, ensuring changes are communicated in a timely and accurate manner.


• Approving annual leave requests as per Trust Guidance within delegated authority and update and communicate in a timely manner.


• Identifying gaps in the rota and exploring opportunities to cover the gaps including swaps.


• Assign clinics/procedures to junior doctors on the junior doctor rota.


• Address any gaps in the rota due to short-term absence including arranging for junior doctors to move between wards/shifts as appropriate.


• Organise internal locum cover where required, obtaining approval where this is outside of delegated authority including contacting junior doctors personally to discuss options.


• Provide a report of internal locum hours and shifts completed by trainee doctors on rotation to Medical Workforce within agreed timeframes for submission to the North-West Deanery for payment.


• Highlight areas of concern for cover to Assistant Service Manager and liaise with Medical Staffing where external locums are required.


• Liaise with Medical Staffing to get CV approval from the Junior Doctor Lead for new external locums.


• Maintain record of Agency usage in Trust Finance reporting tool.


• Review and confirm locum claim forms are in line with approved hours of cover and rate of pay.


• Assist in the development and organisation of the inductions for new staff.


• To be responsible for recording medical sickness and absence record and ensure that details are kept up to date and returned to Medical Workforce within agreed time frames for submission to the North West Deanery.


• Track junior doctor absence and highlight to the Junior Doctor Lead and assist with the coordination of a return to work or absence review meeting as required in line with Trust policy.


• Retain records of Annual Leave to ensure appropriate spacing of Annual Leave throughout rotation.


• Log and retain records of study leave for junior doctors.


• Maintain the SharePoint site including provision of up-to-date junior doctor rota, registrar timetables and other information as agreed with Clinical Director and Service Manager.


• Undertake the administration associated with the processing of adverts, job descriptions and COEs for recruitment to identified medical vacancies, ensuring that all paperwork is completed and sent to Medical Staffing.


• Liaise with Medical Staffing to co-ordinate interviews and inductions.


• Provide administrative/investigative support under the direction of the junior Doctor Lead/Assistant Service Manager regarding incidents/PALS/complaints concerning Divisional medical staff.


• Undertake work to support rota monitoring requirements in line with Medical Staffing and Divisional management advice.


• Oversee medical staff equipment e.g. bleeps and laptops. This includes assigning new equipment at the start of a rotation and collecting this at the end of the rotation, in addition to dealing with required repairs etc.


• Undertake any other ad hoc administrative duties to support the division, commensurate with the post as directed by the Assistant Service Manager and/or Clinical Lead.

The purpose of this document is to act as a guide to the duties, which may be required. It is not an exhaustive list and other duties may be required in accordance with the grade of the post and the competence of the postholder. The job description may be subject to review and change following discussion with the post holder.

• Good standard of education Pass in English and Maths GCSE or equivalent.


• NVQ III in Administration/Office Practice or equivalent, or equivalent demonstrable experience.

• Experience of work procedures and practices gained in medical education, HR or operational administration.

• Excellent Communication skills both written and verbal.


• Ability to use initiative, work without supervision and problem solve.


• Ability to organise and plan work effectively.


• Ability to prioritise work to meet very tight deadlines in a fast-moving environment.


• High degree of accuracy and attention to detail.


• Customer focused attitude.

• Computer literate using Microsoft packages included but not limited to Word, Excel, Publisher, PowerPoint.


• Previous experience of creating and maintaining spread sheets/databases.


• Work Permit regulations and Home Office guidelines in relation to recruitment.


• Knowledge of the European Working Time Directive.


• Knowledge of NHS Terms and Conditions and recruitment issues.


• Knowledge of Medical Staffing rotas.

• Ability to demonstrate the organisational values and behaviours.

• Ability to work as part of a team.


• Ability to work on own and to use initiative.


• Excellent interpersonal skills.


• Flexible and pro-active approach.


• Self-motivated and Enthusiastic.


• Minute taking.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£26,530 to £29,114 a year per annum, pro rata.