Junior Doctor Co-ordinator

We are pleased to advertise for two roles in our team for the position of Junior Doctor Co-ordinator. One role is offered on a permanent basis, and one as a fixed term/secondment available up until February 2026.
The main duties of the role are described below and full training will be given. This is a fast paced role, with plenty of multitasking and variety. You will be an integral part of ensuring we have the right number of junior doctors in the right place at the right time.
If you are keen to undertake an administrative role where you make a real difference to patient care, then we would love to hear from you.
The role is a mix of home working and onsite (either QMC or City depending on the rotas you will be looking after). Whilst you train, you will need to be onsite to ensure this process runs smoothly. We run a hot desking system within our department and you would be expected to be on site at least twice a week., In addition to the below summary please familiarise yourself with full Job Description and Person Specification documents attached to this advert.
Provide administrative support to the Junior Doctor workforce, including the population and circulation of rotas, processing of leave requests and organisation of cover in the event of sickness / vacancies.
Close working with colleagues in Medical Workforce and with medical staff in the Division.
Make sure that the working hours of the doctors are in line with their terms and conditions of employment at all times.
Booking locum cover in the event of vacancies/absence, including liaising with our agency., The Medical Workforce team sits within the Human Resources function at NUH. Our team includes the Medical Bank, the central absence reporting function, junior doctor co-ordinators, appraisal and revalidation management and much more., Maintain an up to date contact list for all doctors working in the specialty / specialties including preferred e-mail address and contact number(s) ensuring compliance with all information governance requirements.
Act as the focal point for junior doctors to request, authorise and record annual, study and sick leave in accordance with Trust policies and procedures.
Ensure all doctors are able to take the annual and study leave that they are entitled to without compromising safe staffing levels.
Where junior doctors want to swap shifts in order to take leave, provide assistance and support and ensure that both doctors are still compliant before the swap is agreed / authorised.
Build and populate rotas which ensure minimum staffing at all times and an appropriate skill mix
Liaise with consultants and specialty management to ensure any changes to bed numbers, demand, patient acuity and / or complexity are reflected in agreed minimum staffing levels for each clinical area
Ensure rotas are cost efficient and compliant with all current requirements - e.g. New Deal, EWTD, Junior Doctors' contract - and represent best possible work-life balance for doctors.
Build rotas for part time doctors who provide an appropriate balance between the doctor's educational / personal needs and the needs of the service.
Ensure that rotas are published to doctors and intranet pages to meet the deadlines as per Junior Doctor Contract.
Working closely with colleagues in Medical Workforce and Recruitment, create and populate work schedules for trainees, ensuring that rotas and work schedules are sent to Recruitment colleagues /Lead Employers in line with the Terms and Condition of the Junior Doctor Contract.
Ensure live rotas are an accurate reflection of current available staff, ensuring any changes to rotas are promptly and reliably communicated to all key staff in the specialty (trainees and consultants) and H@D. Liaise with H@D/H@N to discuss urgent shortfalls in staffing.
Identify upcoming gaps in plenty of time to allow cover to be found, ensuring that all key stakeholders are aware of vacant shifts and the status of plans to fill these.
Assist and support new starters as required - for example arranging shadowing for doctors who have no previous UK experience and advise on study and annual leave etc.
Assist in the planning, organisation and delivery specialty induction as required.
Develop and maintain a good working knowledge and understanding of the 2016 Junior Doctors Terms and Conditions.
Provide basic advice on Trust HR policies and procedures including supplying appropriate paperwork to doctors as required and signposting to more detailed advice as required.

This role would suit someone who enjoys attention to detail, works off their own initiative and is assertive. We are a friendly, flexible and supportive team.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:
+ Stay in full-time education, for example at a college
+ Start an Apprenticeship
+ Spend 20 hours of more a week working or volunteering, while in part-time education or training

Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are 'at risk' of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
+ Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
+ Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£42.90 for enhanced and £22.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month's pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
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