Junior Doctor Rota Co-Ordinator /Administrator - Harefield Hospital

Detailed job description and main responsibilities

Main tasks and responsibilities

Rota Design and Management – Provision of Safe Cover

To work in a collaborative manner with Admin /Lead SpRs , Service Manager and Medical HR to ensure all master rotas and weekly  allocation rotas  are compliant with Trust policies and Standard Operating Process and that minimum staffing levels are not compromised.

To ensure that robust systems are in place to ensure the availability of junior doctors while managing their rotas and annual/study leave.

Liaise with Service Managers and Medical HR regarding junior doctors’ swaps, to ensure compliance before swaps are agreed.

Support Admin and Lead SpR with the day-to-day co-ordination of the junior doctors, ensuring that they are on duty and covering the clinical areas they have been allocated to.

Set up systems with early warning signals to flag up where cover is not provided and to ensure monitoring of fair internal cover in times of absence.

To escalate issues and risks to the Service Managers when required.  This includes allocations, annual leave and sick leave cover and induction planning.

To develop a problem-solving approach to junior doctor rotas and manage any issues that may arise.

To electronically disseminate weekly allocations rotas for junior doctor activity and maintain an active address book for mailing.

To facilitate proactive planning of up-coming gaps in the rota created by HEE allocations that requires recruitment to reduce agency costs.

To report to Service Managers, and if necessary, further escalate, any serious concerns or significant upcoming gaps in the rota.

To support the safe orientation of junior doctors on their first day of starting; including the issue of security badges, parking permits, Information Technology (IT) training & access and orientation to the hospital site.

Communication

To maintain effective communication with all staff groups within the division.

To develop good working relationships with the wards, theatres and OPD.

Distribution via email the weekly  allocation rota  for the junior doctors in the Heart Division outlining theatre, ward and clinic allocations/cover and disseminate to all departments. 

To liaise with all Admin /Lead SpR’s on a weekly basis to discuss any issues within the department.

To be responsible for monitoring the Heart Division’s medical staff rotas and to ensure that they are accurate and to disseminate to departments efficiently and consistently – this involves daily updating and recording swaps etc.

To communicate with all rotating junior staff (existing and future) ensuring all documentation forms to all new starters (on 3, 4, 6 months and yearly rotations)

To liaise with all levels of staff within the organisation, including medical, administrative, nursing, and management teams both within the organisation and external agencies.

Act as a source of communication between management team and the junior doctors and sign post the junior doctors to Medical HR Team for any queries regarding pay, leave entitlements, pension, contractual queries, or professional support.

Patient/customer care (both direct and indirect)

To be responsible for monitoring the Heart Division’s medical staff rotas and to ensure that they are accurate and to disseminate to departments efficiently and consistently – this involves daily updating and recording swaps etc.

In conjunction with the Admin/Lead SpR (Duty SpR in Lead absence) be responsible for receiving and recording sickness absence and inform team of such, ensure weekly allocations are safe and adequate cover is available or arranged and where required bank /agency cover is booked  

Set up systems with early warning signals, to flag up where cover is not provided and to ensure cover is sourced in times of absence.

Support Admin and Lead SpR with the day-to-day co-ordination of the junior doctors, ensuring that they are on duty and covering the clinical areas they have been allocated to.

Provide overall support for the Heart Division Business Support / Junior Doctors’ Service Manager, keeping them regularly informed regarding all aspects of staffing.

Service development 

To work with Service Manager and Medical HR team to construct new rotas where establishment is altered and ensure they meet EWTD regulations.

To implement new initiatives within the division. i.e., devising new processes when booking locums, etc; outlining our expectations and liaising with appropriate medical staff to ensure these have been met. 

To support the Business Support Manger in the preparation of budgetary data and activity for the Heart Division Performance Review and other related meetings

Provide administrative support and minute taking at meeting as requested by Service Manager.

Resource management

To support the teams in keeping Medical locum spend to an absolute minimum.

To negotiate with junior doctors regarding covering vacant gaps before agency staff are booked to try and minimise the Trust’s expenditure.

To promote efficient use of junior doctors and to ensure that bookings of bank and agency staff are kept to a minimum.

Day to Day operational management responsibility for adherence to National Guidance /Policies relating to the engagement of agency staff

Ensure adherence to National Price caps /Pan London ‘break glass’ rates for agency staff and monitor costs arising from the use of locum staff. Adhering to local escalation processes and undertaking the timely completion of financial data collection in accordance with national requirements.

To be an authorised signatory for timesheets and to ensure that the use of agency staff is kept to a minimum.  To escalate any unusual expenditure to the Service Manager.

To take responsibility to cross check all timesheets to ensure agreed rates and hours are charged and any discrepancies referred to the relevant personnel.

To liaise with Medical HR and finance team to promote timely and accurate salary/overtime payments to staff.

People management

Leave Management – annual, study, professional leave.

Ensure all request for leave comply with the Annual Leave and Study Leave policy and sufficient cover exist within the teams.

Ensure that annual leave and study leave requests are approved and adhered to in line with the Trust Policies.

To monitor annual leave, and study days.  To prompt staff on quarterly basis who have excessive annual leave remaining to take their leave.

To liaise with Clinical Tutor and Educational Supervisor regarding study days and other related training days.

Supporting Management of Sick Leave

In conjunction with the Admin/Lead SpR (Duty SpR in Lead absence) be responsible for receiving and recording sickness absence and inform team of such, and Service Manager to undertake Return to work interviews.

Advise the Service Managers of all staff returning to work requiring a return-to-work interview in line with Trust policy.

To co-ordinate the accurate recording of medical absences within the junior medical .

To ensure adequate cover is arranged and bank /agency cover is booked for wards, theatres and OPD and that the allocations are safe.

To liaise with Service Manager with regards to new starters and staff leaving and to maintain accurate record on relevant spreadsheet or database.

Information management

Maintain an up-to-date list of all Junior Doctors /Education /Clinical Supervisors

To have an active email account and ensure shared email account is used for disseminating information.

To keep accurate and legible records and to be aware of the legal implications of these documents.

To ensure confidentiality, safe storage and filing of notes and results passing through the office.  To maintain confidentiality of information obtained during the work role about patients, staff, hospital activity and contacts.

To keep an accurate junior doctor database recording start and leave dates to help with the planning of recruitment within the department. 

To keep an accurate account of all junior medical staff’s annual leave entitlements and to ensure all annual leave is documented on the rota and annual leave planner.

Other duties

Administrative Duties

Good administration is key to this post, the post holder must have a working  knowledge Microsoft Office, Word, Excel etc packages, be able to devise spreadsheets and manipulate data into tables /graphs.  Able to prioritise workload and have a flexible approach to work and situations.

To undertake any other duties commensurate with the grade as requested.