About this role
Job summary
We are looking for a Medical Rota Coordinator within the Bristol, North Somerset and South Gloucestershire (BNSSG) Management Team.
We are looking for an enthusiastic and driven individual, with excellent communication skills to work as our Medical Rota Coordinator. This is an opportunity for those who wish to broaden their skill set and a chance to work closely with medical staff. The ability to prioritise, organise and escalate effectively are essential for this role.
You will be responsible for supporting the day-to day management of medical rotas, support the coordination of induction days, maintain information systems and produce information/reports/spreadsheets as requested.
Right to Work in the UK: This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.
Main duties of the job
You will be a clear and tactful communicator with the ability to develop strong working relationships with a wide range of staff from differentprofessions within the NHS, as well as some external partners/stakeholders. You will have a mature attitude with good problem-solving abilities, aflexible can-do approach and be able to manage your own workload.
You would be responsible for managing on call Medical Rotas mainly within the BNSSG. This relates to out of hours service provision coveringConsultant, SpRs and Junior Doctors incorporating approximately 80 medical staff . You will be responsible for compiling the On Call Medicalrotas which are all on rotation, sourcing cover and swaps and liaising with Medical staff as appropriate to provide information and support.
About us
We are the lead provider of healthcare for people with serious mental illness, learning disabilities and autism across Bath and North East Somerset (BaNES), Swindon and Wiltshire, and Bristol, North Somerset and South Gloucestershire.
We aim to provide High Quality, Compassionate Care everywhere, every day. This means our services will be safe, clinically effective and provide a positive all round experience for our patients, families and carers. And we believe passionately in treating everyone with kindness, respect and empathy.
Key to this is providing a supportive and safe environment for our 4,000 staff where we all feel welcome and able to do the best we can for those we support. Our staff and teams work incredibly hard delivering services across more than 90 locations, covering 2,200miles, to more than 1.8million people.At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Job description Job responsibilities
Liaise with a wide range of stakeholders, both internal to the organisation and external, including: Medical Staff. Multidisciplinary Teams (Community or Inpatient). Services Users and Carers. Health and Social Care teams. Third sector/voluntary agencies. Community groups and local authority provision. Other statutory agencies e.g. Police, Ministry of Justice etc.
Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes requiring tact andpersuasive skills where there may be barriers to understanding or agreement.
Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.
Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This mayinclude sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with highpriority items.
To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.
Exercise judgement when dealing with patient inquires, analyse and resolve non-clinical patient problems including resolving conflicting diaryappointments or schedules, clinics, meetings, tribunals etc.
Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepareagendas and supporting papers for meetings.
Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the Rio system.
Interpret and advise on data and office management functions and implement relevant procedures.
Consider line management issues and decide on a course of action to be taken.
Day to Day line management of the secretarial support to medical staff as required: Carry out supervision sessions on a monthly basis. Undertake appraisals. Provide immediate guidance and assistance in problem solving. Agree/monitor absences in regard to Annual leave, flexi time, sickness. Workload management.
Prepare and present reports and a range of complex information in a range of formats including the production of scorecards, KPIs, performancereports and ad-hoc reports.
Collect performance data and produce monthly performance reports as required and directed by the Business Coordinator.
Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments,meetings and projects etc. and for outstanding work that has been requested by a certain deadline.
Take and distribute formal minutes as necessary.
Authorised signatory for small payments, timesheets.
Set up and manage effective office management/filing systems to support the service delivery.
May need to arrange rotas/staff cover.
Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
Person Specification
Experience Essential
3 years of admin experience
Skills Essential
Management of rosters Excellent computer and IT skills to enable the production of reports and spread sheets.
Skills Essential
Excellent communications skills, both verbal and written Ability to prioritise and work to conflicting demands
Other Requirements Essential
Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.
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.
Employer details Employer name Avon & Wiltshire Mental Health Partnership NHS Trust
Address Callington Road Hospital
Marmalade Lane, Brislington
Bristol
BS4 5BJ
United Kingdom
Employer's website http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)