Junior Doctor Co-ordinator

at  Nottingham University Hospitals NHS Trust

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.
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.
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

Please refer the Job description for details