Trustwide Medical Rota Team Leader

Interview expected to take place in the week following shortlisting: W/C 06.01.25

We are looking for an enthusiastic individual to shape a newly formed central team.

To deliver day to day leadership of the Rota team including the responsibility of managing annual leave, sickness absence and annual appraisal as per the Trust policy.

Reporting to the Medical Rota Team Manager, you will ensure that all operational rota’s across all specialties are produced at least 6 weeks in advance and appropriate staffing levels are maintained ensuring the accuracy of information. You will be supporting by the team of Rota Co-ordinators.

Be responsible for building and maintaining excellent working relationships with all staff members, managers and senior management within and external to the Directorate to establish and deliver robust rota’s with contingency plans in place.

Assist on the implementation of eRostering system across medical staffing, including Consultant job plans, providing support and guidance to the rota team and wider users of the system.

Support temporary staffing usage/agency engagement – adhering to Trust policy with regards to bank and agency usage.

Assist the Medical Rota Team Manager and Operational Management teams to ensure achievement of agreed bank/agency savings., The key responsibilities of this role will include carrying out any tasks relating to the resourcing of Medical Staff for a designated specialty, ensuring an efficient process is followed to run an effective Medical Service 24/7, and minimise spend on locums whilst ensuring safe staffing.

The post holder will provide an efficient and high quality leadership supporting the use and maintenance of electronic rostering throughout the trust including integration with the temporary staffing system.

To deliver staff training and act as first level contact for the team., Be responsible for the leadership and line management of the Rota Co-ordinator team.

· Assist in the recruitment and selection of new team members.

· Carry out training of new members to the team, and any additional training required for all team members, ensuring that an induction/training package is implemented and updated.

· Train team members in the use of Health Roster as a rostering tool, updating relevant SOP’s and upkeep of the shared folder on v drive.

· Upkeep of staff records, including annual leave, sickness and any study leave.

· Ensure all direct reports have an annual appraisal in line with Trust appraisal policy and are up to date with Mandatory Training.

· To chair daily Rota Team meetings to plan and highlight any operational areas of concern and bring these to the attention of the Rota Team Manager / Head of Servicefor discussion and action plan.

· Authorised signatory for completing payroll forms and expenses claim forms for members of the team.

Temporary Staffing Responsibilities:

• Ensure Temporary staffing usage represents value for money and supports the reduction of organisational expenditure on agency and bank spend.

• Ensure that the Trust’s escalation process for temporary staffing is embedded ensuring that bank workers are in place wherever this is feasible as the preferred option to agency workers.

• Oversee that all rate escalation requests are managed in line with the Trust’s escalation policy with appropriate authorisation.

• Ensure bank staff undertake appropriate mandatory training in line with Trust guidelines.

• Ensure all agencies adhere to the appropriate compliance checks and only agencies on the framework are used for bookings.

• Ensure all escalation and break glass requests are as per the Trusts Temporary Staffing policy.

• Undertake data cleanse of bank staff at regular periods, identifying any shortfalls in compliance and – ensuring all staff on bank are available and able to work.

Rota/Roster Management Responsibilities:

• Ensure rota attendance of self / Rota Co-ordinator at the Medical rota morning huddle, ensuring staffing is compliant and any rota queries highlighted.

• Ensure rota attendance of self / Rota Co-ordinator at the Operational Site Meetings, ensuring daily staffing report is updated and shared within the group and any escalations highlighted at the Site Meeting.

• Assist in the build of base rota’s on Health Roster.

• Fully support the implementation of Health Roster system across the medical establishment, providing leadership and guidance to the Rota team.

• Assist each Rota Co-ordinator to ensure that all new starters are added to the Health Roster system, with the appropriate shared or personal pattern and any annual leave entitlements added.

• Provide direction and support to users of the system.

• Assist with the roll out of rostering Consultants, using job plans, activity manager and recording of annual and study leave activities.

• Extract and manipulate data for presentation or discussion.

Financial Responsibilities:

• Authorised signatory for the completion of payroll forms and expenses claim forms for the Rota Co-ordiantors

• Lead for compiling and submitting doctors monthly payroll and liaison with Payroll department on any missed payments, under or overpayments on salary. Ensuring all members of the team undertake monthly payroll submission on a rota basis.

Communication and Relationships:

• Liaise with Medical Staffing and Human Resources to resolve any medical staffing issues regarding rota’s.

• Encourage and maintain good working relationships with junior medical staff, Operational Staff and Clinical Leads.

• Communicate effectively to ensure that rota information is appropriately cascaded to Operational Staff to ensure they have up to date news regarding changes etc that may affect minimum staffing numbers.

• Must have the ability to train on an individual and/or group level to all audiences within the organisation and have excellent presentation skills.

• Ability to communicate highly complex and contentious information by either face to face, telephone or electronic.

Planning and Organisational Tasks:

• Assist the Rota Team Manager / Head of Service in identifying potential savings within rota’s caused by HEE gaps and presenting to Operational teams alternative staffing options to bank/agency utilisation.

• Forward plan for junior doctor rotations to ensure as little disruption to service as possible, ensuring that induction cover is identified and approved by Operational teams.

• Attend weekly planning / control meetings to present data and update on current / potential staffing issues.