Job summary

The Medical Rota Co-ordinator/Teaching Support will manage Rota coordination to specialties within the Directorates and ensure that accurate Rota, including on call Rota are staffed and maintained, managing the gaps on the Rota as necessary. You will also be required to assist with the first stages of any recruitment activity required, including authorization of vacancies and supporting the creation of JDs alongside your clinical leads/general managers.

You will be responsible for accurately recording and acting upon any absences, such as annual leave and sick leave and having excellent communication skills in speaking with a wide range of disciplines internally and externally.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Main duties of the job

Create, maintain and distribute medical Rota for medical colleagues within the Directorates.
To provide a timely response to all Rota queries, resolving problems using own initiative where possible.
Monitoring and recording annual and study leave entitlements; including any other absence of Medical Staff, making sure that prospective cover has been arranged.
Recording and reporting of sickness absence for medical staff.
Act as the first point of contact for doctors, other medical staff and management, to assist with their enquiries and issues raised, using own initiative and escalating to the appropriate management where necessary.
To ensure that terminations/changes are submitted in a timely manner through ESR manager self-service for medical staff
Working closely with the Clinical Leads, Managers and external agencies to ensure that all vacant shifts on the medical Rota are staffed, ensuring that any gaps are filled; escalating any outstanding issues to the Clinical Leads and Managers.
Communicate with all staff on Rota to maintain excellent communication links, resolve problems and issues, escalating them to the Managers where appropriate.
Facilitate access to ICT Systems, bleeps, ID badges, car parking and accommodation needs for new locum medical staff starting within the Directorate.

About us

Central and North West London NHS Foundation Trust is committed to the principles of Improving Working Lives and all managers are encouraged to follow Improving Working Lives practices. Consideration will be given to all requests for flexible working in line with Trust policy.

Central and North West London NHS Foundation Trust is committed to involve staff at all levels in the development of the organisation.

Managers should ensure that staff are encouraged and involved in organisational and service developments including business planning and they are able to influence discussions, which affect them and their working conditions.

All managers should engender a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communication systems that ensure staff are well informed and have an opportunity to feedback their views.

Date posted

15 February 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£29,460 to £31,909 a year per annum inc. Outer HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

333-J-BR-0625

Job locations

Park Royal Centre for Mental Health

Central Way

London

NW10 7NS

Job description

Job responsibilities

Coordinate any additional medical cover that is required at the weekend in addition to the on-call Rota.
Support medical teams in making sure that ward cover is not affected by doctor absences and liaising with consultants to amend ward cover to ensure patient safety is not compromised.
Use initiative to solve staffing problems due to short notice absence, without compromising patient safety and medical cover in other areas.
To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
To prepare documents (letters, memos, reports etc) by copy or audio typing a range of appropriate computer software, ensuring all policies and procedures are adhered to.
To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
To maintain a diary of activities and/or room bookings to facilitate effective use of resources.

Junior doctor teaching services co-ordinator

To prepare junior doctors induction packs and schedules.
To organise and facilitate the teaching programme in an efficient and organised manner including ordering refreshments, room bookings and ensuring audio-visual equipment is available.

To manage the teaching programme diary and book any required meetings. To manage the distribution of bleeps, Dictaphones and alarms and any other equipment is available.
To liaise with internal and external agencies on all levels including St Mary's General Psychiatric Training Scheme.
To act as central point of contact for junior doctors, and provide pastoral support where appropriate.To manage the junior doctor rota ensuring compliancy with the European working time directive (WTD).To organise SHO Locum cover for sickness, annual and study leave in line with the WTD.
Support Junior Doctor Representative in developing SHO Handbook.

Undergraduate Teaching Co-ordinator

To coordinate the induction of medical students and hospitality for the induction.
To produce teaching programmes, day to day schedules speciality half days and tutorials.
To organise equipment and teaching tools required and book rooms for teaching medical students.
To liaise with Undergraduate Teaching Administrator at PRMCHTo be the main point of contact for medical students offering pastoral care where appropriate.

Consultant secretarial support

To generate letters and internal memos for clinicians which provide information and respond to enquiries.
To produce any statistics or reports as requested by the Clinical Tutor.
To maintain doctors' Personnel files.

To obtain and report all doctors' absences (i.e. Annual Leave, Study Leave, and Sick Leave) for Trust HQ and maintain and update a local record.
To book and coordinate all training courses for SHOS, SPRS and Consultants. Manage Locum Pack (Keys, swipe card, map etc)
To take responsibility for the preparation of the monthly/yearly on-call rotas for both junior doctors and consultants.
To respond to telephone calls or enquiries and initiate the appropriate action. Create and maintain efficient and user-friendly filing systems in line with data security and confidentiality guidelines.

Job description

Job responsibilities

Coordinate any additional medical cover that is required at the weekend in addition to the on-call Rota.
Support medical teams in making sure that ward cover is not affected by doctor absences and liaising with consultants to amend ward cover to ensure patient safety is not compromised.
Use initiative to solve staffing problems due to short notice absence, without compromising patient safety and medical cover in other areas.
To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
To prepare documents (letters, memos, reports etc) by copy or audio typing a range of appropriate computer software, ensuring all policies and procedures are adhered to.
To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
To maintain a diary of activities and/or room bookings to facilitate effective use of resources.

Junior doctor teaching services co-ordinator

To prepare junior doctors induction packs and schedules.
To organise and facilitate the teaching programme in an efficient and organised manner including ordering refreshments, room bookings and ensuring audio-visual equipment is available.

To manage the teaching programme diary and book any required meetings. To manage the distribution of bleeps, Dictaphones and alarms and any other equipment is available.
To liaise with internal and external agencies on all levels including St Mary's General Psychiatric Training Scheme.
To act as central point of contact for junior doctors, and provide pastoral support where appropriate.To manage the junior doctor rota ensuring compliancy with the European working time directive (WTD).To organise SHO Locum cover for sickness, annual and study leave in line with the WTD.
Support Junior Doctor Representative in developing SHO Handbook.

Undergraduate Teaching Co-ordinator

To coordinate the induction of medical students and hospitality for the induction.
To produce teaching programmes, day to day schedules speciality half days and tutorials.
To organise equipment and teaching tools required and book rooms for teaching medical students.
To liaise with Undergraduate Teaching Administrator at PRMCHTo be the main point of contact for medical students offering pastoral care where appropriate.

Consultant secretarial support

To generate letters and internal memos for clinicians which provide information and respond to enquiries.
To produce any statistics or reports as requested by the Clinical Tutor.
To maintain doctors' Personnel files.

To obtain and report all doctors' absences (i.e. Annual Leave, Study Leave, and Sick Leave) for Trust HQ and maintain and update a local record.
To book and coordinate all training courses for SHOS, SPRS and Consultants. Manage Locum Pack (Keys, swipe card, map etc)
To take responsibility for the preparation of the monthly/yearly on-call rotas for both junior doctors and consultants.
To respond to telephone calls or enquiries and initiate the appropriate action. Create and maintain efficient and user-friendly filing systems in line with data security and confidentiality guidelines.

Person Specification

Education and Qualification

Essential

NVQ Level 3 in Health Care
Secretarial/Administrator experience or relevant experience
Possesses a good standard of general education

Desirable

Knowledge of Rota software

Previous Experience

Essential

Experience in managing Rotas and resolving Rotas issues
In depth knowledge of Medical terms and conditions of service
Previous secretarial / administrative experience
Experience and knowledge of monitoring junior doctors' hours
A good understanding of office procedures
Working as part of a team
Manage and prioritise own workload

Desirable

Experience working in Public sector
Experience of working in a mental health environment
Experience of Rota designing
Knowledge of Rota rebanding process
Knowledge of New Deal and EWTD working time regulations

SKILLS and KNOWLEDGE

Essential

Good written and verbal communication skills
Work on own initiative and as part of a team
Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.)

Desirable

Knowledge of medical terminology

Person Specification

Education and Qualification

Essential

NVQ Level 3 in Health Care
Secretarial/Administrator experience or relevant experience
Possesses a good standard of general education

Desirable

Knowledge of Rota software

Previous Experience

Essential

Experience in managing Rotas and resolving Rotas issues
In depth knowledge of Medical terms and conditions of service
Previous secretarial / administrative experience
Experience and knowledge of monitoring junior doctors' hours
A good understanding of office procedures
Working as part of a team
Manage and prioritise own workload

Desirable

Experience working in Public sector
Experience of working in a mental health environment
Experience of Rota designing
Knowledge of Rota rebanding process
Knowledge of New Deal and EWTD working time regulations

SKILLS and KNOWLEDGE

Essential

Good written and verbal communication skills
Work on own initiative and as part of a team
Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.)

Desirable

Knowledge of medical terminology

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

Park Royal Centre for Mental Health

Central Way

London

NW10 7NS

Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

Park Royal Centre for Mental Health

Central Way

London

NW10 7NS

Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)

Medical Rota Coordinator/Teaching Support

This job is now closed

Job Description

Job summary

Main duties of the job

About us

Date posted

Pay scheme

Band

Salary

Contract

Working pattern

Reference number

Job locations

Job description

Job responsibilities

Job responsibilities

Person Specification

Education and Qualification

Essential

Desirable

Previous Experience

Essential

Desirable

SKILLS and KNOWLEDGE

Essential

Desirable

Education and Qualification

Essential

Desirable

Previous Experience

Essential

Desirable

SKILLS and KNOWLEDGE

Essential

Desirable

Disclosure and Barring Service Check

Certificate of Sponsorship

Certificate of Sponsorship

Employer details

Employer name

Address

Employer's website

Employer details

Employer name

Address

Employer's website

About the company

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