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 The Ophthalmology Service is seeking a highly capable, ambitious and focused individual for the role of Junior Doctor Rota Coordinator. A key member of the operational management team, the post holder is line managed by the Service Manager in Ophthalmology Admissions, and is professionally accountable to the General Manager. You will work closely with our highly skilled medical, nursing, AHP and operational leadership teams, as we focus on delivering high quality care in an outstanding organisation. Ophthalmology is a highly complex and high-volume outpatient & elective service, and our largest outpatient service within the Medical Specialties directorate. We are extremely proud of the calibre of our Medical Team, and seek a rota coordinator who will enable them to deliver the outstanding level of care we strive for on a daily basis. What can we offer you? This role is suited to a broad range of skills and backgrounds, and can act as a springboard to operational roles, roles within medical education or specialist administrative posts. Whatever your ambition and desire, our operational team are focused on supporting you to deliver this. You can expect to be part of a highly driven and solution focused operational team, playing a key role in it. Main duties of the job The Postgraduate Doctor Coordinator is a critical role within the Service, supporting a wide range of sub specialities. The post is the first point of contact for all Junior Doctors and Clinical Fellows, and is expected to prospectively and proactively plan medical rotas to ensure the delivery of services, in conjunction with the operational and medical leadership team. They are expected to ensure compliance with all European Working Time Directive requirements, and to ensure that rotas maintain compliance with the necessary employment legislation, notably the 2016 Junior Doctor contract. Working for our organisation Organisational Values Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust. The post holder will: Put patients first Take pride in what they do Respect others Strive to be the best Act with integrity Our values and behaviours framework describes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet. As the NHS, we are reminded every day of how important life is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for our patients, our staff and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that’s job share, part time or another flexible pattern. If it works for the service, we’ll make it work for you. Detailed job description and main responsibilities Personnel Arrange and manage local induction process to ensure Deanery, contractual and HR Policy requirements are met. Ensure that all new Junior Doctors / Clinical Fellows / Consultants receive Trust ID cards, computer, email access, induction booklet, on call rotas and departmental. Protocols, all specialty assessment paperwork and any other induction papers. Liaise with security to ensure activation of security swipe cards for crash lifts. Develop local induction material for all Junior Doctors / Clinical Fellows / Consultants ensuring Trust requirements are met and all Junior Doctors / Clinical Fellows / Consultants attend Corporate Induction. Manage and update the Induction Programme, arranging all talks, tours and mandatory training for staff with support from clinical lead. Manage all Junior Doctors / Clinical Fellows / Consultants annual, study and professional leave, completing monthly manpower returns where appropriate. Create and maintain spreadsheet records of leave. Organise appraisals with the Educational Leads for each Trainee. Ensure that Payroll are appraised of all changes to Junior Doctors / Clinical Fellows / Consultants staffing, including status, contract start and end dates, and completing Staff Change Forms as necessary. Prepare Leave Summary sheet for each doctor prior to ARCP and/or termination of placement. Inform Medical Personnel of maternity/paternity leave requests, completing appropriate paperwork for the approval of the College Tutor. Liaise with the Clinical Leads, Educational Leads and Medical Recruitment regarding any Junior Doctors / Clinical Fellows / Consultants medical vacancies, including typing of job descriptions and preparation of adverts. Develop and maintain a training database, ensuring mandatory training is undertaken and records of attendance kept. This will include ensuring that Junior Doctors / Clinical Fellows / Consultants attend all appropriate training, flagging any difficulties to the Educational Lead. Collate names and contact details of all new doctors, updating all relevant databases and mailing lists. Manage the analysis of data so managers have access to timely and accurate information on all key performance indicators. Responsibilities for the Rota Devise and manage all Junior Doctors / Clinical Fellows / Consultants on call rotas in compliance to European Working Time Directive Guidelines, ensuring the rotas are completed and distributed prior to the rotation of Postgraduate Doctors Liaise with Staff Bank to ensure locums are booked to fill gaps on the on call rotas created by staff vacancies. Escalate all unfilled staffing gaps to Senior Management Team. Receive and chase updates from all teams (all grades) regarding on call shifts. Update Rotawatch and be prepared to support the wider directorate in updating trust systems. Update and develop rotas and look to improve and enhance the transparency and accessibility of these rotas. First point of contact for all rota updates, changes and queries. To establish good communication links with Junior Doctors / Clinical Fellows / Consultants, enabling them to request support for workload balance, HR, Admin and Training & Development in line with PGME and Shared Services Policies. To distribute, collect and collate quality management evaluation forms from Junior Doctors. Reviewing and analyse multiple medical rotas, including liaising with other directorates, to anticipate future gaps and ensure demand and capacity alignment. Other duties To implement Directorate and Trust policies, training new staff members, propose changes for own work area. Lead on and work alongside Junior Doctors on specific projects designed to improve the experience of Junior Doctors and improve communication across all clinical areas. Leading on projects based on Junior Doctor / Clinical Fellow feedback by coordinating feedback responses, analysing themes and implementing service level change. As part of the Service Administrative team, it may occasionally be necessary for the post holder to provide ad hoc cover in other parts of the service. To handle confidential HR material in a sensitive and discrete manner in compliance with Trust policy and procedure. To undertake any other duties that may be requested by the service leadership team that are commensurate with the role. Person specification Qualifications and Education Essential criteria Degree, NVQ Level 4 in Business Administration or equivalent experience in an administrative setting Track record of significant continuous professional and management development GCSE Maths & English Previous experience Essential criteria Significant experience of staff supervision/ staff management including recruitment/ retention /appraisal /first line disciplinary and knowledge of budget management issues Evidence of establishing, maintaining and consolidating effective working relationships with clinicians and multi-disciplinary teams Evidence of introducing and supporting change processes Evidence of positively influencing organisational culture Desirable criteria Knowledge of medical workforce contracts and terms of employment Experience of working with medical teams Skills/ Knowledge/ Ability Essential criteria Leadership and influencing skills Strong verbal and written skills Ability to respond to changing demands Ability to use initiative and to work independently e.g. in liaising with senior clinicians and managers constantly. Desirable criteria To have had previous experience of working within a multi-disciplinary team 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 Niamh Donnelly Job title Assistant General Manager Email address [email protected] Telephone number 07826856546