Location
Dorking Out Of Hours
Specialism
Administration and Business Support
Advertising Salary
£30,000 per annum
Vacancy Type
Permanent
Schedule Type
Full Time

About The Role

  • Are you an administrator/manager looking for a new opportunity?
  • Are you looking to enter an amazing company and improve your career path?
  • Are you an ambitious employee but you are looking for a new challenge? 
  • Are you tired of Bank roles and fixed terms contracts?

If so, then this the perfect role for you and a great opportunity for development.

We are looking for a new Regional Rota Manager to join us on a permanent basis, covering our Surrey Out Of Hours (OOH), North East Essex Out of Hours (OOH) and South East Clinical Assessment Service (CAS) services.

In this role, you would be leading a team of Rota Administrators and be central in creating accurate rotas to ensure that all areas of the service are covered by clinicians and operational staff alike. You would be using shift pattern information, but would also be directing your team to build relationships with bank and locum staff to arrange shifts. You would be finalising rotas on a long term basis as well as arranging immediate cover when required, e.g. in the event of sickness. As well as responsibility for current staff rotas, you would also be in contact with new staff on a regular basis building relationships as new team members join through the recruitment process. Working with us would give you the possibility to include and arrange training and inductions, ensuring that new colleagues have supplied any outstanding paperwork before commencing their first shift.

The majority of your role would be centred on the rotas, but you would be also be support to the Service Managers. As the Rota Manager you will have line management and leadership responsibility for the Rota Administrators.

This role can be performed as a hybrid role, with a mixture of homeworking and on-site presence in. A key part of the role is building successful relationships with the clinical and operational colleagues. As such it is a requirement of the role that the successful candidate should have excellent and robust communication skills  and the ability guide the team in doing the same.

 

Purpose/object of work

  • To provide an accurate and timely manpower plan to ensure that adequate cover is available in the provision of services.
  • To provide line management and leadership to the rota teams.
  • To oversee and manage all aspects of rota department services – this will include liaising with the Operational Supervisors and the Medical Leads to ensure that staff/clinicians are trained and have the relevant experience to perform their roles.
  • To ensure budgetary control is maintained and to deliver the service against budgetary requirements in liaison with the Service Managers.
  • To ensure that direct hire and agency recruitment is delivered in line with Practice Plus Group policy, ensuring that clinical and non-clinical staff meet the  defined criteria in order to be able to undertake shifts
  • To provide regular reports to the Management Team.

Principle accountabilities

  • To build relationships and maintain robust and effective communications between clinicians, operational staff and the Rota Team.
  • Manage and review the operational and clinical rotas to ensure that it is always manageable and equitable so that the agreed standards of Healthcare can be delivered. To inform the Service Managers if there is any foreseen ‘risk’ such as a shortage of clinicians on the rota and provide a plan of action.
  • To be responsible for the planning of all rota requirements taking into account all Public Holidays with final sign off by the Service Managers.
  • To proactively plan for and manage the rotas to include forward planning of recruitment and training in liaison with appropriate teams.
  • To ensure that the correct information has been updated on Rota Master for Payroll purposes.
  • To ensure that all rotas are prepared 3 months in advance and published.
  • To be responsible for the on-boarding recruitment process of new clinicians. Maintaining the accuracy of the clinician’s database ensuring that the statutory and clinical information is up to date.  This includes suitability and verification of documentation (i.e. Training Certificates, DBS, GMC/NMC/HCPC, Right to Work and National Performers List).
  • Be responsible for recruitment and training of all new rota staff and line management moving forward
  • To monitor and evaluate the performance of staff and to involve them in the training and development activities necessary to continuously improve operational performance and ensure their on-going development.
  • To manage the safe and effective delivery of the Surrey Emergency Dental Service.
  • To manage the safe and effective delivery of planned in-hours surgery cover, liaising with the commissioners on requirements and invoicing.
  • To work closely with the Performance and Quality Team to ensure that internal and external targets are met.
  • To be responsible for providing any reports on any data/intelligence that may impact on the provision of the service.
  • Ensure that Governance requirements relating to the rotas are met and maintained, i.e. training sign offs and all other documentation
  • To manage all operational staff annual leave requests in relation to the rota fill ensuring adequate staffing levels at all times.
  • To ensure Primary Care Centre appointments are correctly opened on Adastra (clinical computer system)
  • To liaise with all Programme Directors, Registrars and GP Trainers to facilitate a registrar training programme.
  • To work with locum agencies to ensure a high standard of locum cover when the rota demands; ensuring that all pre-engagement checks are undertaken and fulfilled in line with Practice Plus Group procedure
  • To assist senior management with any new projects

About You

You will be an experienced line manager with previous success in administration or coordination. You will understand the importance of building great working relationships and inspire the team to follow this principle too.  You will have a keen eye for detail and pride yourself on your accuracy. As sudden rota changes may arise, you will also have an organised approach to work and prioritising. A basic knowledge or Microsoft office is required and you must have exceptional communications and influencing skills to be successful in this role. You must be able to demonstrate strong numerical accuracy. The role would require building a rapport with staff and managers alike, and as such you will have exceptional interaction and negotiation skills. 

About Us

Practice Plus Group is passionate about great healthcare. We believe that anyone should be able to access excellent care, whether via the NHS or privately. Our breadth of expertise spans surgery, diagnostics, general practice, offender health and urgent care, with an unrivalled range of different services provided across the country. We’re proud to be at the forefront of developing new and exciting ways to support the nation’s health too, helping patients to maximise their wellbeing and live life to the full. When you’re part of the Practice Plus Group team, you don’t just have a job. You have a career. We work with you to help you grow in your role and take your career in the direction you want to go. We’ll help you be the best you can be. We want our team members to feel motivated and rewarded. So we offer a competitive package of pay and benefits. We also recognise the value of a healthy work-life balance – so we always try to be flexible, helping you fit your working life around your home life.

 

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