An exciting opportunity has arisen for a full-time role in the division of surgery at UHBW. We are recruiting a Rota Coordinator and Management Assistant for the Ear, Nose, and Throat, and Thoracic Surgery Departments.
You will need a proactive and thorough approach and be able to quickly form and maintain good working relationships with colleagues in different staff groups and at all grades. You should have the ability to think calmly and logically under pressure, have excellent interpersonal and communication skills, and have a positive attitude to maintaining high standards at all times. You will be quick to learn, be able to work as part of a team, and also possess the ability to work unsupervised using your own initiative.
This is an excellent progression opportunity for anybody who has experience working in secretarial/booking/coordinating teams.
The post holder will, in conjunction with the relevant consultant and with support from service management, be responsible for the creation of specialty rotas within the Division of Surgery for ENT & Thoracic. This will involve close liaison with key stakeholders, understanding the demands and complexities of each service in order to support the provision of cost efficient and safe medical rotas.
The post holder will play a pivotal role in ensuring appropriate internal locum cover and reducing the reliance on external medical agency usage, avoiding unnecessary associated expenditure but ensuring that services have a safe level of cover at all times.
The post holder will be a key member of the ENT & Thoracic Administration team. It will be an expectation of the role that the post holder will provide additional cover for other front door administrative functions, for business continuity of patient flow, on an ad hoc basis.
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we’re meeting our pledge.
ROTA CO-ORDINATION
Liaising with senior medical staff within the Division to plan rotas in advance, creating rotas and allocating the doctors to the appropriate slots.
Ensuring rotas are maintained accurately and are consistently up to date.
Liaising with nominated junior and senior medical staff on a regular basis to facilitate the smooth and efficient running of all rotas.
Use of E-Roster (where appropriate)
Liaising with Medical HR to be aware of the incoming junior medical staff and collecting leave requests to enable rotas to be developed in a timely way.
Ensuring that contact details for each doctor taking part in the rotas are up to date and accurate.
Keeping an overall record of all Junior Doctors and their programmed activities.
Recording any changes, as advised by Junior Doctors on the rota, after changes have been negotiated amongst themselves.
Ensuring that the rotas and any subsequent changes remain compliant and that doctors do not breach the 2016 Terms and Conditions for Junior Doctors and European Working Time Directive Regulations.
Ensuring rotas are circulated in a timely manner to key staff throughout the Division including Consultants, Clinical Coordinators and Switchboard, with changes to any published rota being effectively communicated to these staff.
Maintain Standard Operating Procedures (SOPs) on all aspects of rota coordination.
Advise Specialties about the most appropriate use of rotas and suggest working patterns.
Ensure that appropriate procedures are followed and that non-adherence is reported.
Consistently working in close partnership with the Medical HR Officers aligned to the Division to ensure transparency of issues and robust solutions through recruitment.
Liaise with finance advising them of long-term gaps and providing a report of costings for the locums each month Ensuring Medical HR is aware when doctors resign
Recording sickness on a payroll return
Recording annual leave through agreed processes
Recording study Leave for non-trainees through agreed processes
The Completion of eForms when Junior Dr’s are leaving the Trust
LOCUM BOOKINGS
Identifying gaps in the rotas where cover is necessary e.g. for sickness absence, arranging locum cover, in the first instance, internally with other doctors on the rota and the relevant Consultants, to ensure cover is provided to maintain clinical safety to patients.
Where internal cover is not forthcoming, liaising directly with the Temporary Staffing Bureau (TSB) to book an external locum through the preferred Medical Agency supplier list.
In conjunction with key stakeholders, support the transfer of internal locum bookings to the Temporary Staffing Bureau ensuring a smooth transition for both the TSB and the Division.
Keeping a track of all gaps and who has covered them, and sending off claims forms
MONITORING
Familiarise yourself with the 2016 Junior Doctor Contract Terms and Conditions and continually prevent exception reports
Keep fully up to date with all rules and regulation of the New Deal and Working Time Directive.
Investigate breaches to the planned rota.
Support on-going projects concerning junior doctors hours of work, research new developments and provide information for managers and specialties where required.
Attend the monthly Junior Doctor Contract Implementation Group with divisional representatives.
MANAGEMENT ASSISTANT DUTIES
- Minute taking, typing and distribution of the ENT & Thoracic Executive and Audit Meetings
- Ensuring the Advice & Guidance service for ENT & Thoracic is managed and administered appropriately whilst complying with the trust targets.
- Support key relationship managers with internal recruitment administration
OTHER
Cross cover with other specialties with the Surgical Division if required
Any administrative tasks set by Key relationship managers
Line management responsibility of Band 3 Administrative Assistant
Validation of ENT waiting lists as required
