Job overview
**Applicants who have applied for this role in the last 6 months need not reapply**
Within the Planned, Surgical and Childrens Directorate at Harrogate District Hospital, we are dedicated to providing exceptional healthcare services to our community. We are seeking a highly organised and detail-orientated individual to join our team in the role of Rota Coordinator.
The role of Rota Coordinator is crucial to the smooth functioning of the directorate, as efficient staff scheduling directly impacts patient care, staff well-being and regulatory compliance. It requires strong organisational, communication and problem-solving skills. If you have a passion for maintaining and contributing to high standards of patient care, we want to hear from you.
Main duties of the job
Rota Management
* Develop and maintain a comprehensive rota schedule for junior and middle grade doctors.
* Ensure adequate staffing levels to provide 24/7 coverage, taking into account hospital guidelines and junior doctor working time regulations.
* Coordinate annual leave requests and ensure shifts are evenly distributed among team members.
Communication
* Act as primary point of contact for junior and middle grade doctors regarding rota changes, shift swaps and leave requests.
* Collaborate with senior management staff, senior and junior medical staff and administrative personnel to ensure effective communication and coordination.
Compliance and Regulations
* Stay up to date with relevant employment laws, guidelines and regulations to ensure the rota adheres to legal requirements.
* Monitor working hours to prevent fatigue and ensure compliance with working time directives.
Problem Solving
* Address scheduling conflicts and emergencies promptly to minimise disruptions in patient care.
* Work with colleagues to resolve staffing shortages and facilitate appropriate cover.
* Anticipate problems and autonomously resolve situations expediently.
Record Keeping
* Maintain accurate records of rota schedules, shift swaps and leave requests.
* Generate reports to track junior doctors' working hours and rota compliance.
Working for our organisation
Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds and parts of the North East.
At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you’re looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients’ lives, HDFT could be the place for you!
We offer colleagues:
* A supportive culture so colleagues can bring their whole selves to work.
* Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
* Employee Support and wellbeing – we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast-track Physiotherapy service.
Please note:
* Due to high levels of interest, posts may close early if we reach a sufficient number of applications
* Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
* Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
Detailed job description and main responsibilities
Person specification
Qualifications
Essential criteria
* A levels/NVQ 3 or equivalent level of experience in an administrative environment.
Desirable criteria
* IT qualification
* Leadership qualification
Experience
Essential criteria
* Staff supervision, leadership, development and motivation
* Managing sickness absence, annual leave and prioritising workload
* Setting up and working with monitoring systems including staff appraisals
* Previous NHS Experience
Desirable criteria
* Dealing/communicating regularly with different cohorts of staff groups
* Human Resources experience
* Hospital administrative experience
* Previous experience of managing rota’s
Knowledge
Essential criteria
* Proficient in using Microsoft packages, including excel
Desirable criteria
* Knowledge of NHS policies and procedures
* Knowledge of medical workforce regulations and working time directives
Skills and Aptitudes
Essential criteria
* Strong organisational skills and attention to detail.
* Excellent communication and interpersonal skills.
* Ability to adapt to changing circumstances and prioritise tasks effectively.
* Strong problem-solving abilities and adaptability to handle scheduling conflicts and emergencies.
* Ability to maintain accurate records and generate reports
* Prioritisation skills to ensure efficient rota management.
* Ability to collaborate effectively with departments heads, senior medical staff and administrative personnel to facilitate communication and coordination.
* Ability to use own initiative and ability to work with limited supervision
Desirable criteria
* Commitment to maintaining high standards of patient care and understanding the impact of effective rota coordination on the quality of care provided.