Rota Coordinator Administrator

An exciting opportunity has arisen for Rota Coordinator Administrator in the Endoscopy Department. This full time post will be responsible for supporting the administrative coordination 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 ensuring 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 ().

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 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 concern to the lists.
• To ensure the endoscopy room rota is transferred to scheduling system.

Job responsibilities

• Collate the endoscopy rota/room allocation from specialty team plans and keep an accurate record.
• Collate the Nurse Endoscopist annual leave, keep an accurate record and arrange for cover where required.
• Allocate the Clinical Endoscopists lists adhering to the guidelines.
• 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.
• Proactively liaise with Endoscopists when cover is required for empty sessions and escalate if there are capacity issues to the Quality and Rota Manager.
• 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.
• To liaise with the Admin Team Leader, Clinical Admin Manager and the Quality and Rota Manager regarding cover for lists.
• Load the rota onto Scheduler and keep the rota spreadsheet accurate.
• Do a weekly rota check with all of the specialities and update rota leads with any inconsistencies.
• To add the telephone preassessment clinics to IPM and keep the spreadsheet up to date.
• To monitor the use of the telephone preassessment clinics on IPM and close down any that are not used.
• To liaise with the Quality and Rota Manager regarding dedicated training lists and support with the trainee rota.
• To support the Quality and Rota Manager with keeping the competencies for the Endoscopists and trainees up to date.
• To report any inaccuracies on Scheduler for the endoscopists to the IT Manager so that there is a thorough housekeeping system in place.
• 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.
• 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.
• 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.
• To be flexible to support with booking patient appointments for procedures in times of sickness/annual leave.

Person Specification Knowledge and Experience

• Previous demonstrable experience setting up and maintaining a computerised database.
• Proficient in the use of Microsoft Office, Word, Excel, Powerpoint and Access.
• Proven knowledge and understanding of rota design.
• Previous demonstrable experience of managing medical staff rotas.
• Proven knowledge of patient management systems (IPM).
• Experience of managing Primary Target Lists.
• Understanding of legislation on waiting times for diagnostic procedures.

Qualifications

• Proven evidence of continuing professional development.

Aptitude and Abilities

• Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
• Able to gather, analyse and interpret facts for use in rota production.
• Able to act on own judgement & use own initiative.
• Ability to concentrate for long periods.
• Able to influence change, good persuasive skills.
• Ability to deal with contentious issues.
• Excellent organisational ability.
• Ability to use advance planning skills.
• Ability to work well within a busy environment with frequent interruptions, re prioritising workload when required.
• 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

• Flexibility to cover colleagues during absences.
• Demonstrate an understanding of confidentiality.
• Proven 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.