Job summary
- Main area
- Division of Medicine
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday-Friday 8am-4pm)
- Job ref
- 177-EMER-8357123
- Employer
- James Paget University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- James Paget University Hospitals
- Town
- Gorleston, Great Yarmouth
- Salary
- £28,392 - £31,157 per annum
- Salary period
- Yearly
- Closing
- 28/10/2026 08:00
Employer heading
Business Support Officer
NHS AfC: Band 4
Patient and staff experience is important to us and these are the behaviours we live by:
- Putting patients first
- Aiming to get it right
- Recognising that everybody counts
- Doing everything openly and honestly
Job overview
The post holder will, in conjunction with the Business Support Manager, be responsible for the creation of medical departmental rotas within the Division of Medicine, Diagnostics and Clinical Support Services. This will involve close liaison with key stakeholders and understanding the demands and complexities of each service in order to support the provision of cost-efficient medical rotas.
The post holder will play a pivotal role in ensuring appropriate internal locum cover and reducing the reliance on external medical agency usage.
It will be an expectation of the role that the post holder will provide additional administrative duties for the Division on an ad hoc basis.
Main duties of the job
Liaising with senior medical staff within the Trust and Division to plan rotas in advance, creating rotas and allocating the doctors to the appropriate slots to ensure all clinical areas have safe and efficient levels of medical cover.
Ensuring rotas are maintained accurately and are consistently up to date.
Liaising with junior and senior medical staff on a regular basis to facilitate the smooth and efficient running of all rotas.
Liaising with Medical Staffing to be aware of the incoming junior medical staff which are rotating into the Division.
Assessing leave requests to enable rotas to be developed in a timely way.
Ensuring that contact details for each doctor taking part in the rotas are up to date and accurate.
Keeping an overall record of all Junior Doctors and their programmed activities.
Ensuring that the rotas and any subsequent changes remain compliant and that doctors do not breach the 2016 Terms and Conditions for Junior Doctors and European Working Time Directive Regulations.
Ensuring rotas are circulated in a timely manner to key staff throughout the Trust with changes to any published rota being effectively communicated to the necessary staff.
Working for our organisation
We want to attract the best and brightest people to work with us and that means we will look after you from the moment you apply for a role at the Trust and throughout your career with us. Our staff are central to everything we do, and we believe that investing in you is crucial if we want to enable you to reach your full potential.
Detailed job description and main responsibilities
Liaising with senior medical staff within the Trust and Division to plan rotas in advance, creating rotas and allocating the doctors to the appropriate slots to ensure all clinical areas have safe and efficient levels of medical cover.
Ensuring rotas are maintained accurately and are consistently up to date.
Liaising with junior and senior medical staff on a regular basis to facilitate the smooth and efficient running of all rotas.
Liaising with Medical Staffing to be aware of the incoming junior medical staff which are rotating into the Division.
Assessing leave requests to enable rotas to be developed in a timely way.
Ensuring that contact details for each doctor taking part in the rotas are up to date and accurate.
Keeping an overall record of all Junior Doctors and their programmed activities.
Ensuring that the rotas and any subsequent changes remain compliant and that doctors do not breach the 2016 Terms and Conditions for Junior Doctors and European Working Time Directive Regulations.
Ensuring rotas are circulated in a timely manner to key staff throughout the Trust with changes to any published rota being effectively communicated to the necessary staff.
Consistently working in close partnership with the Medical HR Officers aligned to the Division to ensure transparency of issues and robust solutions through recruitment.
Identifying gaps in the rotas where cover is necessary e.g. for sickness absence, arranging locum cover, in the first instance, internally with other doctors on the rota and the relevant Consultants, to ensure cover is provided to maintain clinical safety to patients.
Where internal cover is not forthcoming, liaising directly with the Temporary Staffing to book an external locum.
Keeping a track of all gaps and who has covered them, and managing locum claim forms as necessary.
Familiarise yourself with the 2016 Junior Doctor Contract Terms and Conditions and continually prevent exception reports.
Keep fully up to date with all rules and regulation of the New Deal and Working Time Directive.
Support on-going projects concerning junior doctors hours of work, research new developments and provide information for managers and specialities where required.
Person specification
Educational and Qualifications
Essential criteria
- 5 GCSE'S Grade A-C (or equivalent) including English and Maths
- IT literate, including Microsoft Outlook
Experience and Knowledge
Essential criteria
- Knowledge of dealing with staff of all levels within a large organisation
- Excellent IT skills with a working knowledge of Microsoft IT applications
- Experience of working in a complex environment with competing service demands
- Ability to develop productive working relationships
- Understanding of the European Working Time Directive and 2016 Terms and Conditions
- Proven ability to meet tight deadlines, manage multiple workloads and work under pressure
- Self-starter with proactive and flexible approach
Desirable criteria
- Administration experience within an NHS setting
Skills, Abilities and Competencies
Essential criteria
- Good organisational and time management skills with the ability to prioritise conflicting workloads effectively
- Ability to work in a pressurised working environment with frequent interruptions and change of work direction
- Excellent communication skills and the ability to interact professionally with patients and the wider multi disciplinary team
- Good interpersonal skills with the ability to be supportive of other team members
- Ability to work autonomously and as part of a team
- Excellent keyboard skills and the ability to accurately input data
- Able to problem solve
- Able to understand and analyse data
- Accurate document presentation and attention to detail
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Megan Mackleworth
- Job title
- Business Support Manager
- Email address
- [email protected]
- Telephone number
- 01493 452850
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