Navigating temporary workforce management with Sadia Ahmed

Meet Sadia Ahmed!

Rota Coordinator at North Middlesex University Hospital

Welcome to the Locum's Nest Best Practice series, where we dive into the challenges and triumphs of some awesome NHS colleagues.

For our second blog of the series, we had the pleasure of chatting with Sadia Ahmed, a Rota Coordinator at North Middlesex University Hospital. Sadia’s an expert at navigating the complexities of temporary staffing, and she has shared her experience with us.

Q1: Can you tell us a bit about your role as a rota coordinator at your trust and your approach to workforce management?

Sadia: I started working at the North Middlesex Hospital in 2017, working different roles in the hospital before being appointed the rota coordinator for Surgery in 2022. I cover various busy services such as General Surgery, Orthopaedics, Urology, Intensive Care Unit and Anaesthetic. 

My job is very intense and I face many challenges on a day-to-day basis, so it's important for me that everything is organised and kept together. I do this by making sure I'm planning ahead, and balancing my workload. My job is to make sure problems are solved, making efficient approaches and changing systems and the way we do things to improve the services. I support the doctors I work alongside and make sure all is in place for them, a happy doctor receiving a good service will mean we will deliver the best service for our hospital and our patients

Q2: What are some of the biggest challenges you face in temporary workforce management, and how do you overcome them?

Sadia: Managing temporary workforce can be quite challenging, especially with numerous gaps in the rota and doctors juggling extra activities and shifts. Previously, we relied on Excel sheets and paper timesheets. However, with Locum’s Nest, publishing on the app has made our organisation much more efficient. We can easily track who's booked for what and efficiently generate reports for management. 

Another challenge is managing sickness or special leave for doctors, but Locum's Nest has helped us track this and create timesheets accordingly. Another major challenge was being able to accurately answer all payment queries for everyone; however, by viewing the timesheets on Locum Nest, we can better identify when a timesheet has been submitted, signed off and sent to payroll, so you can give the doctors an answer. Tracking from start to finish has meant peace of mind for everyone involved.

To overcome these challenges, communication is always key. Being a rota coordinator, you end up working with so many different people, from service managers, admin staff, finance team, directors, to HR, etc. I keep the relevant team up to date with any changes or possible changes we can make to improve the services.

Q3: How has the implementation of Locum's Nest impacted workforce management within your department?

Sadia: Since implementing Locum's Nest, managing our workforce has become much easier. For example, we can track sickness and extra activities effortlessly. Organising timesheets is now timely and more accurate. The platform also helps ensure the correct dates and rates,  as it flags if anything is not looking quite right. The platform also helps us approve the right doctors for shifts and connect with new ones through the NCL Medical Collaborative Bank. Advertising shifts in advance means we can bring in doctors from various locations, filling gaps before they're critical. Plus, we're notified of shift cancellations in advance, helping us plan effectively.

Q4: Can you share any specific features or functionalities of Locum's Nest that have been particularly beneficial for you and your team? 

Sadia: Locum's Nest has really simplified our processes. One standout feature is the ability to assign doctors to specific timesheets, which has made scheduling smoother. Plus, being able to assign doctors to shifts directly, even if they haven't applied, has saved me tons of time and email back-and-forth. 

Advertising shifts in advance on the app has been fantastic for expanding our network of doctors. It has helped us meet new doctors and build relationships, making it easier to fill shifts when needed. Overall, these features have made our job much easier and improved our service delivery in the NHS.

Q5: How do you stay motivated amidst all the moving parts of your role?

Sadia: I am very easy-going and calm, and I believe it's always best to stay positive in whatever you do. The key to any role is communication and building good relationships with the people around you. In my case, I have built a network of doctors who I adore and I hope they feel the same too!

Q6: What is the best part about your job?

Sadia: Working with all different types of people and different levels of doctors! They are amazing. I love meeting new people, and rather than just working with colleagues, I’ve ended up making some good friends.

Thank you very much to Sadia for taking the time out to speak to us and share her experience and insights as a Rota Coordinator at North Middlesex University Hospital and a happy Locum’s Nest user!

Stay tuned for our next blog!