Job summary
- Main area
- Medical Rota Coordinator
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 333-J-HA-0664
- Employer
- Central and North West London NHS Foundation Trust
- Employer type
- NHS
- Site
- Mental Health Centre, Northwick Park Hospital, Watford Road, Harrow, HA1 3UJ
- Town
- Harrow
- Salary
- £32,199 - £34,876 per annum inc. Outer HCAS
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Medical Rota Coordinator Harrow Mental Health
NHS AfC: Band 4
CNWL (Central and North West London NHS Foundation Trust) has almost 8,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run.
Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.
We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.
We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. For more information on these and other benefits of working for us, see our Benefits, Reward and Wellbeing page
Become part of our team. We care for you as much as you care for others.
CNWL NHS Foundation Trust are committed to safeguarding all children and vulnerable adults and expect all staff and volunteers to share this commitment. We follow safe recruitment practices to protect children and vulnerable adults.
Job overview
To act as a key point of contact for all three Medical Duty Rotas for the Harrow Mental Health.
To provide efficient and effective administrative support for coordinating the rotas.
The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with Clinical and Managerial staff.
Main duties of the job
- Create, maintain and distribute medical Rota for medical colleagues within the Directorates.
- To provide a timely response to all Rota queries, resolving problems using own initiative where possible.
- Monitoring and recording annual and study leave entitlements; including any other absence of Medical Staff, making sure that prospective cover has been arranged.
- Recording and reporting of sickness absence for medical staff.
- Act as the first point of contact for doctors, other medical staff and management, to assist with their enquiries and issues raised, using own initiative and escalating to the appropriate management where necessary.
- To ensure that terminations/changes are submitted in a timely manner through ESR manager self-service for medical staff
- Working closely with the Clinical Leads, Managers and external agencies to ensure that all vacant shifts on the medical Rota are staffed, ensuring that any gaps are filled; escalating any outstanding issues to the Clinical Leads and Managers.
- Communicate with all staff on Rota to maintain excellent communication links, resolve problems and issues, escalating them to the Managers where appropriate.
- Facilitate access to ICT Systems, bleeps, ID badges, car parking and accommodation needs for new locum medical staff starting within the Directorate.
Working for our organisation
Central and North West London NHS Foundation Trust is committed to the principles of Improving Working Lives and all managers are encouraged to follow Improving Working Lives practices. Consideration will be given to all requests for flexible working in line with Trust policy.
We are committed to involve staff at all levels in the development of the organisation.
CNWL ensures that staff are encouraged and involved in organisational and service developments including business planning and they are able to influence discussions, which affect them and their working conditions.
All managers engender a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communication systems that ensure staff are well informed and have an opportunity to feedback their views.
Detailed job description and main responsibilities
- Support medical teams in making sure that ward cover is not affected by doctor absences and liaising with consultants to amend ward cover to ensure patient safety is not compromised.
- Use initiative to solve staffing problems due to short notice absence, without compromising patient safety and medical cover in other areas.
- To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To prepare documents (letters, memos, reports etc) by copy or audio typing a range of appropriate computer software, ensuring all policies and procedures are adhered to.
- To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
Junior doctor teaching services co-ordinator
- To prepare junior doctors induction packs and schedules.
- To organise and facilitate the teaching programme in an efficient and organised manner including ordering refreshments, room bookings and ensuring audio-visual equipment is available..
- To act as central point of contact for junior doctors, and provide
- Support Junior Doctor Representative in developing SHO Handbook.
Undergraduate Teaching Co-ordinator
- To coordinate the induction of medical students and hospitality for the induction.
- To produce teaching programmes, day to day schedules speciality half days and tutorials.
Consultant secretarial support
- To generate letters and internal memos for clinicians which provide information and respond to enquiries.
- To produce any statistics or reports as requested by the Clinical Tutor.
- To obtain and report all doctors' absences (i.e. Annual Leave, Study Leave, and Sick Leave) and maintain and update a local record.
- To book and coordinate all training courses for SHOS, SPRS and Consultants. • Manage Locum Pack (Keys, swipe card, map etc)
- To take responsibility for the preparation of the monthly/yearly on-call rotas for both junior doctors and consultants.
- To respond to telephone calls or enquiries and initiate the appropriate action. • Create and maintain efficient and user-friendly filing systems in line with data security and confidentiality guidelines.
Person specification
Education and Qualification
Essential criteria
- NVQ Level 3 in Health Care
- Secretarial/Administrator experience or relevant experience
- Possesses a good standard of general education
Desirable criteria
- Knowledge of Rota software
Previous Experience
Essential criteria
- Experience in managing Rotas and resolving Rotas issues
- In depth knowledge of Medical terms and conditions of service
- Previous secretarial / administrative experience
- Experience and knowledge of monitoring junior doctors’ hours
- A good understanding of office procedures
- Working as part of a team
- Manage and prioritise own workload
Desirable criteria
- Experience working in Public sector
- Experience of working in a mental health environment
- Experience of Rota designing
- Knowledge of Rota rebanding process
- Knowledge of New Deal and EWTD working time regulations
SKILLS and KNOWLEDGE
Essential criteria
- Good written and verbal communication skills
- Work on own initiative and as part of a team
- Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.)
Desirable criteria
- Knowledge of medical terminology
Employer certification / accreditation badges
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Margie Hammond
- Job title
- Admin Team Leader
- Email address
- [email protected]
- Telephone number
- 02088692322
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