Band 5
At Epsom and St Helier Hospitals, above all we value respect. We put respect at the heart of all we do, by living up to our shared behaviours of kindness, professionalism, positivity and teamwork. This enables us to provide great patient care and make ESTH a great place to work. When you sign up to work with us, you sign up to this and we welcome applicants who share our values.
Job overview
Rota Coordinator - Surgery Division
This is a great opportunity for an enthusiastic person who is seeking development into operational management to learn this skill as it is a key part of any service management role.
This post will be for a maternity cover fixed term of 12 months and can be a secondment.
The post-holder will be responsible for coordinating and facilitating the administration of the medical staffing rotas within a designated division for all grades and types of medical staff (including medical trainees, trust doctors and Consultants). Ensuring that all rotas maintain ETWD compliance, and are managed in line with Trust and National policy and contracts. The post holder will be the first point of contact for all queries relating to medical rotas; i.e shifts swaps and allocations, bank timesheets and leave requests.
Main duties of the job
Main Responsibilities and Duties
- Maintain accurate, timely production and publication of rotas.
- Facilitate real time management and co-ordination of rotas.
- Proactively seek solutions to cover rota gaps.
- Ensure accessibility of up to date rotas for all relevant members of staff.
- Ensure clear communication to senior members of the team in relation to gaps in service.
- Control and help reduce spend in line with Trust processes and initiatives.
- Co-ordinate the Induction programmes for incoming medical staff.
- Support managers with their responsibilities relating to rota management.
- Improve and actively promote a collaborative working environment.
Working for our organisation
Epsom and St Helier University Hospitals NHS Trust provides a range of medical services to approximately 490,000 people living across southwest London and northeast Surrey. In addition, we provide more specialist services, in particular renal and neonatal intensive care, to a wider area, covering parts of Sussex and Hampshire.
We serve an area that is rich in diversity, with a mix of urban and rural areas, and differing levels of quality of life. We cover some of the most prosperous postcodes in the country, as well as some poorer areas. Together with our colleagues at NHS Surrey and NHS Sutton and Merton, we work to make sure that we deliver the best possible care to the communities we serve.
The Trust employs approximately 5,000 staff across its hospitals and is supported by over 500 volunteers.
Detailed job description and main responsibilities
Please see the attached supporting job description and person specification document which contains more information about the role and requirements. Please ensure your application refers to the job description and person specification.
The recruiting team reserve the right to close this advertisement early once applications reach maximum limit.
Person specification
Qualifications and Training
Essential criteria
- Relevant NVQ/Diploma or equivalent
- GCSE English and Maths at Grade C or equivalent
Desirable criteria
- An IT Qualification
Experience
Essential criteria
- Experience in a complex NHS organisation
- Good working knowledge of Excel spreadsheets
- Experience of administration work in a healthcare setting
- Understanding of data protection and information governance and translating that into Business as Usual
Desirable criteria
- Experience of medical on-call rotas
- Experience of using Allocate HealthRoster suite / CLW
- Experience of an electronic rostering system
Knowledge and Skills
Essential criteria
- Microsoft office skills
- Good communication skills both verbal and written
- Accurate record keeping
- Ability to prioritise and meet deadlines
- Excellent interpersonal skills
- Excellent customer service skills
Desirable criteria
- Negotiating skills
- To have a good understanding of NHS medical terms and conditions of employment
- Ability to demonstrate working in an organised and methodical manner
Your application: Please ensure that you have read the job description and person specification and that your supporting statement reflects these, as your application will be assessed and scored against these criteria.
References: You will be required to provide 3 years of employment/educational history. We do not accept references from personal email addresses such as Hotmail, Gmail etc. therefore please ensure you are providing professional working email addresses within your application form. If you are unable to provide professional email addresses and are invited to an interview, please ensure you advise the interviewers of this - otherwise, this may delay your pre-employment checks.
Closing date: In order to streamline recruitment within our Trust, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.
Shortlisting: You will only be contacted via e-mail/SMS by the SWL Recruitment Hub if you are successfully shortlisted for this post. Please ensure that you check your Trac registered e-mail regularly.
DBS: We are committed to safeguarding children and adults who are at risk of abuse. As such, if this post will have access to children or vulnerable adults, you will be required to undertake an Enhanced Disclosure and Barring Service check. However, all employees have a responsibility for safeguarding children and vulnerable adults in the course of their duties and for ensuring that they are aware of the specific duties relating to their role.
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.
