About this role
Job summary
An exciting opportunity has arisen for Rota Coordinator Administrator in the Endoscopy Department. This full time post will be responsible for supporting of the administrative co-ordination of the procedure room allocation rota across endoscopy whilst escalating any issues as necessary to the Quality and Rota Manager. In addition they will be responsible for supporting to ensure the audits that the endoscopy department is required to undertake are completed within a timely manner to allow for the audits to be discussed at the relevant governance meetings and recorded efficiently.
Applicants should have a responsible, professional attitude and be able to demonstrate good communication skills. A high degree of integrity is required as is the ability to work well under pressure and conflicting priorities. An interest in service improvement would be beneficial.
For further information, please contact Dawn Gargett, Quality and Rota Manager ([email protected]).
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification
Main duties of the job
To coordinate and collate the endoscopy room allocation room with oversight of the Quality and Rota Manager in a timely manner (i.e. available for publication minimum 6 weeks in advance) ensuring consultant rotas are checked thoroughly and all unused capacity is fully utilised where possible. Support to ensure that the rota meets the operational demands of the service. Revision of rotas, as necessary, to allow for shift swapping/leave requirements ensuring that absences are managed in accordance with Trust Policy, escalating issues as necessary. To be a point of contact for endoscopy service users and stakeholders, addressing any issues or questions relating to the rota as they arise and to work with senior nursing staff to check that the rotas are correct and highlight any areas of concerns to the lists. To ensure the endoscopy room rota is transferred to scheduling system.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description Job responsibilities
1. Collate the endoscopy rota/room allocation from specialty team plans and keep an accurate record.
2. Collate the Nurse Endoscopist annual leave, keep an accurate record and arrange for cover where required.
3. Allocate the Clinical Endoscopists lists adhering to the guidelines.
4. Be reactive to day-to-day issues such as Endoscopist or Nurse sickness establishing cover by contacting Endoscopists directly through e-mail, bleep and phone etc.
5. Proactively liaise with Endoscopists when cover is required for empty sessions and escalate if there are capacity issues to the Quality and Rota Manager.
6. To monitor the allocation of lists for different purposes making sure that there is adequate inpatient cover and that the outpatient cover is balanced to meet capacity and demand, based on the latest priorities of the service.
7. To liaise with the Admin Team Leader, Clinical Admin Manager and the Quality and Rota Manager regarding cover for lists.
8. Load the rota onto Scheduler and keep the rota spreadsheet accurate.
9. Do a weekly rota check with all of the specialities and update rota leads with any inconsistencies.
10. To add the telephone preassessment clinics to IPM and keep the spreadsheet up to date.
11. To monitor the use of the telephone preassessment clinics on IPM and close down any that are not used.
12. To liaise with the Quality and Rota Manager regarding dedicated training lists and support with the trainee rota.
13. To support the Quality and Rota Manager with keeping the competencies for the Endoscopists and trainees up to date.
14. To report any inaccuracies on Scheduler for the endoscopists to the IT Manager so that there is a thorough housekeeping system in place.
15. To support the Quality and Rota Manager in obtaining medical records for the PCCRC audit and 30 Day Mortality audit and ensuring that iPM is accurate with the location of these medical records. Maintaining the audit spreadsheets, ready for review by the Governance Clinical Lead.
16. To obtain discharge summaries from Salus and download them for review as part of the 8 Day Readmission audit by the Governance Clinical Lead, maintaining the audit spreadsheet.
17. Ensure that a clear understanding is obtained surrounding Data Quality, Data Protection and Patient Information Management system (iPM), EndoVault and to be able to work within these guidelines at all times.
18. To be flexible to support with booking patient appointments for procedures in times of sickness/annual leave.
For further details please see enclosed JD&PS.
Person Specification
Knowledge and Experience Essential
oDemonstrable comprehensive administrative experience. oPrevious demonstrable experience setting up and maintaining a computerised database. oProficient in the use of Microsoft Office, Word, Excel, Powerpoint and Access.
Desirable
oPrevious demonstrable NHS experience oProven knowledge & understanding of rota design oPrevious demonstrable experience of managing medical staff rotas oProven knowledge of patient management systems (IPM) oExperience of managing Primary Target Lists oUnderstanding of legislation on waiting times for diagnostic procedures
Qualifications Essential
oNVQ Level 3 or equivalent demonstrable experience
Desirable
oProven evidence of continuing professional development
Aptitude and Abilities Essential
oGood communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels oAble to gather, analyse and interpret facts for use in rota production. oAble to act on own judgement & use own initiative. oAbility to concentrate for long periods. oAttention to detail. oAble to influence change, good persuasive skills. oNegotiation skills. oAbility to deal with contentious issues. oExcellent organisational ability. oAbility to use advance-planning skills. oPresentation skills. oAbility to work well within a busy environment with frequent interruptions, re-prioritising workload when required.
Disposition/Attitude/Motivation Essential
Excellent communication skills Team worker Able to cope under pressure Proactive, takes own initiative Positive and cheerful approach Highly self-motivated Resourceful Flexible and adaptable Initiative & ability to work without supervision
Other Factors Essential
oFlexibility to cover colleagues during absences. oDemonstrate an understanding of confidentiality oProven ability to promote best practice in health, safety and security
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).
Employer details Employer name University Hospitals Plymouth NHS Trust
Address Derriford Hospital
Derriford Road
Plymouth
PL6 8DH
United Kingdom
Employer's website https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)