About this role
Job summary The role of Medical Staffing Coordinator is to manage the operational medical staffing arrangements across the Medicine and Acute divisions, ensuring that all medical staff have undergone a full induction programme and any mandatory training in conjunction with the Training Department. To be a support to all medical staff queries and to escalate queries and issues that are outside of the job role.
This role supports the delivery of high-quality patient care by providing administration support for the Medicine and Acute medical teams. The post holder will work closely with colleagues to ensure services run smoothly and efficiently.
Main duties of the job To operationally manage the medical staffing function within the Medicine and Acute Health care group Responsible for producing and collating the weekly and on-call rotas for all medicine specialities in liaison with the Assistant Service Managers. To act as the main point of contact for all medical staffing enquiries in the Health Care Group Responsible for the completion of the monthly positive returns for all of the Medical Staff within the Health Group ensuring that all information is correct before passing to the Operational manager for sign off. To ensure all staff absence is recorded on Health Roster and informing Operational Managers and consultants in a timely manner. To ensure processes in place are being adhered to by medical staff including but not limiting to reporting absence and requesting leave. To arrange the induction and orientation for all new doctors within the Health Group To liaise with the Medical Education team for updates on rotational doctors To organise the mandatory training sessions for all medical staff (in conjunction with the Training Department) and keep accurate records of their attendance. To liaise with the Trusts HR department on any medical staffing issues (e.g. recruitment, rotas, study leave etc.) To ensure that confidentiality is maintained at all times. Management of the Medical Staffing mailboxes, ensuring emails are replied to in a timely manner as agreed with your line manager.
About us The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave; a national programme thats changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector.
This means were working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.
Were a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.
Join us and help shape the future of care in West Essex.
Job description Job responsibilities
To manage the medical staffing function within the Medicine Health Care Group on a day to day basis, action and resolving issues and problems as they may arise.
To be friendly, approachable and supportive for medical staff to visit during the allocated office hours for queries.
Attend wards weekly to meet with medical staff and discuss any queries and questions.
Responsible for monitoring and authorising all medical staff leave and absence requests in a timely manner as per the timeframe agreement with your line manager.
Ensuring that a safe level of medical staff cover is provided at all times, balancing the requirements of both the individual and service through communication and negotiations with the Lead Doctors and Operational Managers.
Provide an up to date weekly report to line manager to show tracking of study leave confirmation and attendance confirmation has been received from the doctors.
To ensure weekly rotas are created, signed off and distributed out to the medical staff and the wider service.
To ensure rotas are plotted 6 weeks in advance.
Responsible for updating the on-call rotas in liaison with ASM’s, ensuring that both switchboard and medical teams are notified.
To ensure that all rotas produced are ETWD and New Deal compliant.
To ensure allocations are complete for the rotational and LED doctors and distributed out via email to the doctors within the required time frame.
To liaise with and support LTFT doctors ensuring their rotas are compliant and in line with service needs. Final approval required from ward consultant.
Responsible for requesting and booking the provision of locum cover when required in accordance with Trust Policies and with instruction from the Lead Doctor and Operational Managers within the Health Group.
Ensuring all vacancies are advertised on NHSP Connect and the trust nominated agency system.
Ensuring all bank and locum bookings are approved on the electronic systems, avoiding any retrospective bookings.
Review future bookings weekly with Assistant Service Manager.
Provide forecast to Operational Managers for vacancies 4 weeks ahead.
Responsible for checking timesheets submitted from bank and agency workers are as per the booking confirmation and escalating/querying any timesheets outside of the agreed booking.
Ensure timesheets are submitted for approval from Operational Managers weekly.
Chase any outstanding timesheets not submitted for approval stage.
To be responsible for producing a weekly account for all locum doctors provided and costs to the Operational Managers.
To be knowledgeable on the trusts agreed agency capped rates and work in line with these rates when booking bank and agency doctors. Escalating any above capped rates requests to Service Managers for approval.
To be knowledgeable on the calculation of annual, parental and maternity leave for medical staff.
Act as the point of contact for all medical staffing enquires for the Medicine Health Care Group
To collaborate with other Medical Staffing Co-ordinator’s to support a Trust wide approach.
To be able to communicate with staff at all levels, including consultants, junior doctors, matrons, operational managers.
Person Specification
Qualifications Essential
Educated to GCSE level or equivalent
Experience Essential
Good working knowledge of Microsoft packages including Excel Word and Outlook Experience of Medical Staffing rotas
Desirable
Previous NHS experience Has produced compliant medical rotas
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 The Princess Alexandra Hospital NHS Trust
Address The Princess Alexandra Hospital
Harlow
Essex
CM20 1QX
United Kingdom
Employer's website https://www.pah.nhs.uk (Opens in a new tab)