Junior Doctor Coordinator for Acute and General Medicine – St Thomas’ Hospital

An exciting opportunity has arisen for a Band 5 Junior Doctor Coordinator for the Acute and General Medicine Department – St Thomas’ Hospital

This post is 37.5 hours per week.

We are looking to recruit an organised individual to support the directorate clinical team implementing and maintaining effective processes and procedures. This includes coordinating the recruitment, induction and rotations of all junior and middle grade staff within the Directorate. You will also be responsible for coordinating all leave for the clinicians.

As the Junior Dr Coordinator you will often be the first point of contact for all emergency medicine Dr’s. It is extremely important that you have the skills and experience required in dealing with their individual queries.

The successful candidate will be able to demonstrate effective communication skills both written and verbal, use initiative, hold advanced IT skills and be able to work operationally on a busy emergency department floor.

• Rota writing
• Sickness management
• Short-term absence resolution
• Enable junior doctor study and leave requests
• Act as admin support for our junior doctor workforce

Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation

We have a long tradition of clinical and scientific achievement and – as part of King’s Health Partners – we are one of England’s eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research’s biomedical research centres, established with King’s College London in 2007, as well as dedicated clinical research facilities.

We are one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.

Responsible for producing and coordinating On Call and Hospital at night rotas
and shift patterns for middle grade doctors. Ensuring compliance with EWTD
rules and identify any issues to the service manager.
Producing each rota as and when required and creating easily accessible
information for doctors and affiliated teams with regard to rotas.
Using high level attention to detail to compile rotas that are compliant within
guidelines to ensure consistent service coverage and fair shift distribution for
junior doctors. The setup of a new rota will be the post holder’s priority at certain
times of the year and will require a period of sustained concentration.
Use communication skills to exchange information with junior doctors and
consultants around shift patterns. There are a number of different rotas in
operation and information provided can be complex in nature. The post holder
will need to use negotiation and problem solving skills to ensure that updates
and queries are handled independently or shared / escalated as appropriate.
To effectively build working relationships with key individuals across a number
of services. Synthesise information on the differences between the service
areas and take these into account when building rotas e.g. differing patterns of
training for different junior grades working in within Emergency Medicine.
To proactively identify future gaps in the rotas and work towards filling them
internally before escalating to managers and nominated clinicians for their input.
To assist with collection of monitoring results thorough coordination of the
process, production of necessary paperwork, and information gathering for
Diary Carding. Feedback monitoring results to junior doctors, Clinical Director,
Consultants and Management team.
Assist with arranging medical cover to ensure coverage of services at all time.
This involves short notice requests such as emergency leave request, sick
leave cover and on call cover. Understand the need to prioritise urgent rota
issues and escalate any concerns to Senior Managers and nominated
clinicians.
To assist with filling rota gaps and finding locum support if required. Act as the
first point of contact for rota issues and liaise with Senior Managers and
nominated clinicians for approval of funding and gathering paperwork required.
To develop and maintain a database to effectively track Bank and Agency staff
use.
Assist with timesheet completion for temporary staff to facilitate correct payment
for locums. Provide information to Finance on Bank and Agency spend to
ensure correct recording. To actively reduce the need for locum spend through
effective contingency planning.
To liaise with the Trust’s RotaWatch Team to ensure the Rotawatch Information
matches the shift times and patterns of the rotas
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To manually load rotas into the Medi Rota and update swap information or
updates. Ensure that each Doctor’s contact information is correctly loaded into
Medi-rota and that there is no gap in information.
To plan a draft rota for the consultants for Consultant Connect and manually
load the confirmed rota into the system.
To provide admin support to the Medical Administrator / Junior Doctor
Coordinator as and when required.
To maintain, update and develop the leave information sheets for the middle
grade doctors and consultants. Ensure that the information is correct and the
clinicians are showing in the correct clinic. As each new intake of Doctors arrive
that the information is correctly updated to reflect their work timetables.
To process and store leave request forms from Doctors and explain Leave
policy at each local Induction and as and when required.
Manage annual leave, study leave, absences and zero off days for the middle
grade SpRs/ Clinical Fellows and Consultants. Bring to the attention of the
Service Manager any non-attendance that that may mean a clinical risk
To make certain that information on the Leave information covers a four months
period and it is updated and distributed weekly.
To maintain Leave Sheet and Clinical impact information for the middle grade
SpR/Clinical Fellows and Consultants using pre-populated Excel formulas and
Macros.
To support management with data capture and statistical information associated
with rotas and clinic impact.
To support management to ensure accuracy of medical budget establishments,
particularly at each new rotation.
Act as first point of contact for junior doctors to assist with general queries.
To coordinate the recruitment processes for junior doctor posts; ensuring
accurate and up to date recruitment documentation is used, approval to recruit
is obtained and to assist with the shortlisting and interview scheduling as
required