Job overview
To produce and co-ordinate all Emergency Department junior doctor and consultant rotas, Conveyance Avoidance Helpline consultants rotas, SDEC doctors and Acute Medicine consultant rotas
To co-ordinate, log and monitor all types of leave for junior doctors and consultants in the Emergency Department, SDEC and consultants in the Acute Medicine department
To act as the first point of contact for issues relating to Junior Doctors and consultants, (e.g. sickness absence reporting, annual leave, study leave, shift swaps, locum cover)
To ensure there are sufficient number of junior doctors on any particular day, and the skill mix is correct
To find locum doctors to fill any gaps in the rota
Key relationships include staff in own service line, staff in Human Resources Department / Medical Workforce Team, staff in the Centre of Multi-Professional Education and Training (COMET)
Main duties of the job
Distribute and maintain the master copy of the junior doctor and consultant rotas
Maintain the contact list for junior medical staff and consultants and distribute information as required
Ensure all posts are covered at all times
Complete sickness absence notifications, ensuring relevant team/on-call consultants are notified
Arrange cover for staff reporting sick by checking if internal cover can be arranged before proceeding to outside locums and agency staff
Inform senior medical staff where return to work interviews are required and maintain accurate record keeping of such interviews
Provide a weekly staffing list for the on-call teams and bed management group
Distribute a weekly rota to all the Emergency Department and Acute Medicine staff
Co-ordinate all junior doctor and consultant requests for study leave and annual leave ensuring rota rules and procedures have been followed
Keep a record of all medical staff absences and raise any issues with Clinical Directors or management team
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed job description and main responsibilities
Manage all leave taken ensuring the right amount of annual leave is taken and taken appropriately
To act as the link between junior doctor staff and Clinical Directors / Management team, ensuring all issues raised by the junior doctors are highlighted in the appropriate forums
To help coordinate, produce and distribute all junior doctor information packs and liaise with consultant and medical education staff in the delivery of the speciality induction programme
Review rota at changeover periods to ensure appropriate staffing levels
Ensure individual rotas have been distributed 6 weeks prior to any new doctor starting
Record junior doctor and consultant attendances at formal training events, induction meetings and meetings with educational supervisors
Allocate junior doctors to shifts in paeds/resus/majors according to the rules set out by the consultant body
Liaise with the ED Senior Nursing team (Matron/dHoN/HoN) about Emergency Nurse Practitioner rota to ensure there is sufficient cover in minor injuries
Liaise with the Physician Associate rota co-ordinator to ensure there is sufficient cover on weekends
Allocate junior doctors to present on teaching days according to the rules set out by the consultant body
Devise a system of “shift swapping” recording who has agreed to undertake shifts and authorised by the consultant
Keep the educational supervisors of the junior doctor informed of unauthorised absences
Keep the General Manager and Clinical Director aware of any significant cost pressures
Assist the General Manager in the effective management of all clinical and non-clinical risks arising from any of the rotas
Person specification
Qualifications
Essential criteria
1. Good standard of General Education
2. 5 A to C grade GCSEs or equivalent including English Language
3. Demonstrated commitment to further education or training
Desirable criteria
4. Advanced Excel training
Experience
Essential criteria
5. Significant experience of working in an administrative role
6. Excellent understanding of the NHS/Healthcare Sector
Desirable criteria
7. Previous experience in scheduling/rota coordination
Knowledge
Essential criteria
8. Competent in Administrative/Clerical procedures
9. Understanding of Data Protection Act
10. Full range of Administrative Skills
11. Ability to understand and implement working rotas.
Desirable criteria
12. Working knowledge of Working Time Directive and New Deal
13. Understanding of Junior Doctors grades and training needs
Personal Skills
Essential criteria
14. Ability to work under pressure
15. Assertiveness and diplomacy when dealing with difficult situations
16. Team player
17. Highly motivated and able to work autonomously using own initiative
18. Professional attitude, approachable and enthusiastic
19. Excellent administrative skills
20. Excellent organisational skills
21. Excellent communication skills
22. Negotiation, influencing and persuasion skills
23. Attention to detail, must be able to concentrate in situations where frequent interruptions are likely
24. Able to deal with unexpected situations
Other
Essential criteria
25. Flexibility to meet the needs of the Service Lines
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.