Service Delivery Rota Coordinator

Job description

Job responsibilities

MAIN PURPOSE OF THE ROLE:

The Rota Coordinator is an essential and integral part of Team KSS, focusing on supporting the clinical team to ensure safe and effective medical staffing across all areas of Service Delivery. It is dynamic, challenging and at times fast paced. The post holder will be required to undertake the Service Delivery Scheduling in relation to agreed standards and ensure the delivery of Service Delivery Scheduling is of the highest quality within agreed policies and procedures, maintaining operational cover utilising the resources available.

To coordinate an effective Scheduling function in liaison with the Head of Clinical Workforce to ensure the effective delivery of service is maintained. This will involve managing consultant, Registrar and junior doctor rotas, ensuring compliance with the European Time Working Directive and New Deal, together with staff under Agenda for Change Terms & Conditions.

You will ensure that systems are in place to manage all leave and sickness for medical staffing and ensure systems are in place to ensure Clinical Risk/Governance requirements are met.

MAIN RESPONSIBILITIES:

Assist in the delivery of effective, efficient, support service at all times, managing own workload without supervision, and be able to manage competing/conflicting demands on time.

Responsible for day-to-day operational management of the roster, to ensure provision of planned resources against agreed schedules within the operational, dispatch and on-call rotas, and liaise with staff and Clinical Operational Managers (COM) to ensure rotas are planned and populated appropriately. Ensure relief hours are optimally allocated to balance hours worked vs contracted hours. Implement control measures to manage budget implications in the use of relief hours and emeritus staffing

Assist in monitoring staffing requirements within designated Operation Areas in liaison with the Head of Clinical Workforce.

Check and authorise staffing swaps to ensure these maintain adequate cover.

Provide accurate and timely records of shifts undertaken by emeritus staff on a monthly basis to enable appropriate salary payments to be correctly administered

In collaboration with the duty COM, arrange cover short-notice absences, allocating and recording emeritus shifts as required.

Support the Clinical Director and nominated educational deputy in the rostering of the training/educational requirements, including compliance with mandatory training.

Authorise and Input Abstractions in line with KSS policies and procedures ensuring that appropriate records are kept and annual leave allowances/TOIL are managed to maintain service provision

Ensure that agreed procedures are followed in relation to the KSS Policy while on shift.

Ensure that the Trusts computerised rota system is used appropriately in line with all KSS policies and procedures and the data held within the system remains confidential.

In consultation with Clinical Operations Managers, prioritise use of own time and resources to ensure the best interest of KSS and of staff are observed.

To attend relevant meetings & induction to outline the expectations of staff when in post in relation to absence reporting and rota compliance.

Ensure that changes in circumstance of Service Delivery staff e.g grade/hours are actioned using KSS agreed policies and process, completing Staff Change Forms/Termination forms as necessary in collaboration with HR colleagues

Maintain effective working relationships with all departments within the KSS.

Be flexible within the role and undertake other duties that are required and are commensurate with this role.

Person Specification

Experience

• High level of computer literacy to include Microsoft Excel and other Microsoft programs.
• Experience of dealing with medical staff in an NHS organisation, and/or experience of administration work in a healthcare setting.
• Proven administration experience at a senior level
• Appropriate assertiveness, whilst remaining calm under pressure.
• Excellent interpersonal and communication skills.
• Effective problem-solving, with an ability to prioritise effectively and meet deadlines.

• Knowledge of demand analysis.

Qualifications

• Good general level of education with GCSE or equivalent in Maths and English.

• Formal training to NVQ level 4 or Diploma in Administration or Personnel Practice or equivalent experience

Employer details

Employer name

Air Ambulance Charity Kent Surrey Sussex

Address

Kent Surrey Sussex Air Ambulance

Kings Mill Lane

Redhill

RH1 5JY

https://aakss.org.uk/