Band 4 BNSSG Medical Rota Coordinator, Bristol

An opportunity has arisen for a Medical Rota Coordinator within the Bristol, North Somerset and South Gloucestershire (BNSSG) Management Team.
We are looking for an enthusiastic and driven individual, with excellent communication skills to work as our Medical Rota Coordinator. This is an excellent opportunity for those who wish to broaden their skill set and a chance to work closely with medical staff. The ability to prioritise, organise and escalate effectively are essential for this role.
You will be responsible for supporting the day-to day management of medical rotas, support the coordination of induction days, maintain information systems and produce information/reports/spreadsheets as requested.

Main duties of the job
You will be a clear and tactful communicator with the ability to develop strong working relationships with a wide range of staff from different professions within the NHS, as well as some external partners/stakeholders. You will have a mature attitude with good problem-solving abilities, a flexible can-do approach and be able to manage your own workload.
You would be responsible for managing on call Medical Rotas mainly within the BNSSG. This relates to out of hours service provision covering Consultant, SpRs and Junior Doctors incorporating approximately 80 medical staff . You will be responsible for compiling the On Call Medical rotas which are all on rotation, sourcing cover and swaps and liaising with Medical staff as appropriate to provide information and support., Liaise with a wide range of stakeholders, both internal to the organisation and external, including:

• Medical Staff


• Multidisciplinary Teams (Community or Inpatient)


• Services Users and Carers


• Health and Social Care teams


• Third sector/voluntary agencies


• Community groups and local authority provision


• Other statutory agencies e.g. Police, Ministry of Justice etc.

Set out local specifics as required
Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes requiring tact and persuasive skills where there may be barriers to understanding or agreement.
Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.
Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.
Exercise judgement when dealing with patient inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.
Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepare agendas and supporting papers for meetings.
Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the Rio system.
Interpret and advise on data and office management functions and implement relevant procedures.
Consider line management issues and decide on a course of action to be taken.
Day to Day line management of the secretarial support to medical staff as required:

• Carry out supervision sessions on a monthly basis


• Undertake appraisals


• Provide immediate guidance and assistance in problem solving


• Agree/monitor absences in regard to Annual leave, flexi time, sickness


• Workload management

Prepare and present reports and a range of complex information in a range of formats including the production of scorecards, KPIs, performance reports and ad-hoc reports.
Collect performance data and produce monthly performance reports as required and directed by the Business Coordinator.
Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline.
Take and distribute formal minutes as necessary.
Authorised signatory for small payments, timesheets.
Set up and manage effective office management/filing systems to support the service delivery.
May need to arrange rotas/staff cover.
Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
We are proud to be fostering a diverse workforce that reflects our communities. A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with 'lived-experience' of mental health conditions and people living with disabilities,- we are a 'Disability Confident Employer' offering a guaranteed interview to Disabled applicants who meet the essential criteria.
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.
Please apply to join us, we would love to hear from you. Any personal details you supply to us are kept safe in line with the General Data Protection Regulations.
Adverts normally close for application a few minutes before midnight on the closing date and we will let you know if we are offering you an interview by email via our recruitment system 'TRAC'. We contact all applicants within 4 weeks after the closing date, so please check your emails regularly once you have submitted your application; you are welcome to contact us, via the TRAC system, if you have any queries about your application.
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Working for our organisation
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust) a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.