Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services. Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions. Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients. In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research. We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit. Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’. The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients. We have one of the most ambitious capital investment programmes anywhere in the NHS. Job overview Junior Doctor Rota Co-Ordinator /Administrator - Band 4 An exciting opportunity has arisen for a well organized and methodical individual to work within the Heart Division at Harefield as a Junior Doctor Rota Co-Ordinator /Administrator. The post holder will work closely with colleagues in Medical HR, and medical staff in the Division to provide support to the Junior Doctor workforce for the processing of leave request and organization of cover in the event of vacancies/gaps, sickness and the timely population and circulation of rotas. The post holder will administer and distribute junior doctors’ rotas and training programme activities and will be expected to gain a full understanding of junior doctors’ issues in relation to the implementation of European Working Time Directive and training regulations of the Deanery. The post holder will be expected to manage their workload without supervision and be able to manage competing/conflicting demands on their time. Experience and competent in the use of Microsoft 365 including Excel. Main duties of the job The coordinator will have responsibility for providing systems and processes to ensure that: Safe levels of medical staffing is available within the service lines. Communication within the service lines takes place regarding service gaps and internal cover mechanisms are put in place. Notifications of rota staffing are provided on a daily and weekly basis, including a forward six weeks look for junior doctors to ensure that there is agreed levels of cover. Issues and risks are escalated to the Service Manager. There are robust systems for management of all types of leave and absence. Assist in the development of systems and processes and to then provide maintenance and support to record, monitor and escalate as appropriate working hours and training concerns raised by junior doctors employed by the Trust. Working for our organisation Our Trust includes St Thomas' Hospital, Guy's Hospital, Royal Brompton and Harefield Hospitals, Evelina London Children's Hospital, and community services in Lambeth and Southwark. Royal Brompton and Harefield Hospitals (RB&HH) became part of Guy’s and St Thomas’ NHS Foundation Trust in February 2021 and is the largest specialist heart and lung centre in the UK and amongst the largest in Europe. We provide treatment for people with heart and lung disease, including rare and complex heart and lung conditions, carrying out some of the most complicated surgery and offering some of the most sophisticated treatment that is available anywhere in the world. Our integrated approach to caring for patients from the womb, through childhood, adolescence and into adulthood and old age has been replicated around the world and has gained RB&HH an international reputation as a leader in heart and lung diagnosis, treatment and research. As a Trust, our patients are at the heart of everything we do, and we pride ourselves on ensuring the best possible patient experience. The commitment of our 22,000 staff is key to our success and we aim to develop and support all our staff, so they are able to deliver high-quality, safe and efficient care for our patients. Detailed job description and main responsibilities Main tasks and responsibilities Rota Design and Management – Provision of Safe Cover To work in a collaborative manner with Lead SpR, Service Manager and Medical HR to ensure all master rotas and weekly rota allocation are compliant with Trust policies and Standard Operating Process and that minimum staffing levels are not compromised. To ensure that robust systems are in place to ensure the availability of junior doctors while managing their rotas and annual/study leave. Liaise with Service Managers and Medical HR regarding junior doctors’ swaps, to ensure compliance before swaps are agreed. Support Lead SpR with the day-to-day co-ordination of the junior doctors, ensuring that they are on duty and covering the clinical areas they have been allocated to. Set up systems with early warning signals to flag up where cover is not provided and to ensure monitoring of fair internal cover in times of absence. From this you will escalate any issues identified to the Service Manager to enable timely management. Liaise with Medical workforce over the booked locums for area and escalating to Service Manager and Clinicians for any shifts that cannot be covered either by internal bank or agency so appropriate action can be taken. To escalate issues and risks to the Service Managers when required. This includes allocations, annual leave and sick leave cover and induction planning. To develop a problem-solving approach to junior doctor rotas and manage any issues that may arise. To electronically disseminate weekly rotas allocations for junior doctor activity and maintain an active address book for mailing. To facilitate proactive planning of up-coming gaps in the rota created by HEE allocations that requires recruitment to reduce agency costs. To report to Service Managers, and if necessary, further escalate, any serious concerns or significant upcoming gaps in the rota. To support the safe orientation of junior doctors on their first day of starting; including the issue of security badges, parking permits, Information Technology (IT) training & access and orientation to the hospital site. Communication To maintain effective communication with all staff groups within the division. To develop good working relationships with the wards, theatres and OPD. Distribution via email the weekly rota allocation for the Cardiology, Surgery and Transplant Medicine junior doctors, outlining theatre, ward and clinic allocations/cover and disseminate to all departments. To liaise with Lead SpR on a weekly basis to discuss any issues within the department. To be responsible for monitoring the staff rotas and to ensure that they are accurate and to disseminate to departments efficiently and consistently – this involves daily updating and recording swaps etc. To liaise with all levels of staff within the organisation, including medical, administrative, nursing, and management teams both within the organisation and external agencies. Act as a source of communication between management team and the junior doctors and sign post the junior doctors to Medical HR Team for any queries regarding pay, leave entitlements, pension, contractual queries, or professional support. Patient/customer care (both direct and indirect) To be responsible for monitoring rotas and to ensure that they are accurate and to disseminate to departments efficiently and consistently – this involves daily updating and recording swaps etc. In conjunction with the Lead SpR (Duty SpR in Lead absence) be responsible for receiving and recording sickness absence and inform team of such, ensure weekly allocations are safe and adequate cover is available or arranged and where required bank /agency cover is booked Set up systems with early warning signals, to flag up where cover is not provided and to ensure cover is sourced in times of absence. Support Lead SpR with the day-to-day co-ordination of the junior doctors, ensuring that they are on duty and covering the clinical areas they have been allocated to. Provide overall support for the Heart Division Business Support / Junior Doctors’ Service Manager, keeping them regularly informed regarding all aspects of staffing. Service development To work with Service Manager and Medical HR team to construct new rotas where establishment is altered and ensure they meet EWTD regulations. To implement new initiatives within the division. i.e., devising new processes when booking locums, etc; outlining our expectations and liaising with appropriate medical staff to ensure these have been met. To support the Business Support Manger in the preparation of budgetary data and activity for the Heart Division Performance Review and other related meetings Resource management To support the teams in keeping medical locum spend to an absolute minimum. To negotiate with junior doctors regarding covering vacant gaps before agency staff are booked to try and minimise the Trust’s expenditure. To promote efficient use of junior doctors and to ensure that bookings of bank and agency staff are kept to a minimum. Ensure adherence to National Price caps /Pan London ‘break glass’ rates for agency staff and monitor costs arising from the use of locum staff. Adhering to local escalation processes and undertaking the timely completion of financial data collection in accordance with national requirements. People management Leave Management – annual, study, professional leave. Ensure all request for leave comply with the Annual Leave and Study Leave policy and sufficient cover exist within the teams. Ensure that annual leave and study leave requests are approved and adhered to in line with the Trust Policies. To monitor annual leave, and study days. To prompt staff on quarterly basis who have excessive annual leave remaining to take their leave. To liaise with Clinical Tutor and Educational Supervisor regarding study days and other related training days. Supporting Management of Sick Leave In conjunction with the Lead SpR (Duty SpR in Lead absence) be responsible for receiving and recording sickness absence and inform team of such, and Service Manager to undertake Return to work interviews. Advise the Service Managers of all staff returning to work requiring a return-to-work interview in line with Trust policy. To co-ordinate the accurate recording of medical absences within the junior medical. To ensure adequate cover is arranged and bank /agency cover is booked for wards, theatres and OPD and that the allocations are safe. To liaise with Service Manager with regards to new starters and staff leaving and to maintain accurate record on relevant spreadsheet or database. Information management Maintain an up-to-date list of all Junior Doctors /Education /Clinical Supervisors To have an active email account and ensure shared email account is used for disseminating information. To keep accurate and legible records and to be aware of the legal implications of these documents. To ensure confidentiality, safe storage and filing of notes and results passing through the office. To maintain confidentiality of information obtained during the work role about patients, staff, hospital activity and contacts. To keep an accurate junior doctor database recording start and leave dates to help with the planning of recruitment within the department. To keep an accurate account of all junior medical staff’s annual leave entitlements and to ensure all annual leave is documented on the rota and annual leave planner. Administrative Duties Good administration is key to this post, the post holder must have a good understanding of Microsoft Office, Word, Excel etc packages, be able to devise spreadsheets and manipulate data into tables /graphs. Able to prioritise workload and have a flexible approach to work and situations. Compile the local departmental induction pack in conjunction with Service Manager Coordinate the departmental induction and training of new and temporary staff. Maintain stationery stocks placing orders as required. Ensure repairs are reported and acted upon. Place orders for equipment/goods as required. Person specification EDUCATION & QUALIFICATION Essential criteria Educated at Diploma Level or equivalent in Business Administration /or ILM qualification (or equivalent experience) ECDL or equivalent Excellent administrative and coordination skills and experience Understanding of admin and HR processes Experience & Knowledge Essential criteria Experience in managing and supporting rota design and implementation Experience of working with clinical or medical staff Experience of working to targets in a busy/demanding environment. Experience of managing challenging behaviour Desirable criteria Rota Coordination /workforce planning Knowledge and awareness of a range of medical staffing issues /process, including: Medical Staff rotas, design and management. Skills & Abilities Essential criteria IT Skills – expert user of Microsoft Word, Excel, and PowerPoint. Work on own initiative with demanding workloads and prioritise tasks. Ability to work to a high degree of accuracy and attention to detail. Ability to maintain concentration despite frequent interruptions. Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Applicant requirements The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. Further details / informal visits contact Name Shreemattie Singh Job title Business Support /Service manager Email address [email protected] Telephone number 01895 823737