Navigating temporary workforce management with Durline Griffiths

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

We had the pleasure of interviewing Durline Griffiths, a seasoned Rota Coordinator at Whittington Hospital. Durline has extensive experience in managing temporary staff and she has kindly shared her insights and wisdom with us.

Meet Durline Griffiths!

Rota Coordinator at Whittington Hospital

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

Durline: Absolutely. I've been with Whittington Hospital since October 1989, so it's been quite a journey of nearly 35 years now! Over time, I’ve had many different jobs, and I am currently a Rota Coordinator for Paediatrics (CYP). In the Trust, I am also a Co-Chair for Whittington Health Admin Forum and Ambassador for the “See Me First” initiative. We’re in the middle of organising a roadshow from the 22nd to the 26th April 2024, inspired by the Admin forum, for Administration Professional Day who are I feel, at the foundation of the NHS. I hope other Trusts will be inspired to show their appreciation of Administration Professional Day too.

My approach to workforce management is all about problem-solving, constantly making things more efficient, and evolving processes as systems evolve and change. Clear communication is at the heart of what I do, and I fully believe that healthy staff means healthy patients, as it is truly a domino effect. The outcome of this is that patients have a better experience in the hospital because we make sure we have the right doctors at the right time.

Q: What are some challenges you face in temporary workforce management?

Durline: One of the biggest challenges was getting paperwork signed off in a timely manner due to competing stakeholder commitments, which sometimes can delay things. For example,  in the past, we had to scan some documents and send multiple emails to finalise approvals. We are piloting a new way of working and streamlining processes digitally, which I feel is going in the right direction.

The adoption of Locum’s Nest has made things much easier and more streamlined while still reflecting the hospital’s approval processes and helping in improving them. Previous processes were very cumbersome and took a long time to do! I now find it easier to create shifts on Locum’s Nest, for which you can also pre-match any doctor who can assist us with to tend more services. The system is more user-friendly than previous processes, and we’re also always working together on evolving the system to fit the Trust’s changing needs. It is great that timesheets are streamlined by having one section that has all the timesheets that you need to finalise. It’s also good to know that finance can pick up reports from the system which helps them have a more accurate view of the budget.

Q: How do you overcome challenges in your role? 

Durline: Communication is key, no doubt about it as I am the gatekeeper of many processes and the middle person between a lot of staff members. I regularly liaise with service managers, doctors, other Trust stakeholders, etc. Building relationships and understanding the needs of each stakeholder help me navigate through the challenges effectively. 

It’s also about taking people on a journey and explaining processes as we know them and as they grow. This is important for internal and external staff alike! Because I am aware of all processes, I can respond to queries and problem solve in a balanced way and signpost them to specialties where required. I am all about good customer service and I appreciate also seeing it in the Locum’s Nest support team, mainly Rhonda and Jen, who I am in contact with the most. 

We haven’t used agency doctors in over a year. And part of this is because of good communication with staff members, breaking down processes, and constantly improving them.

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

Durline: I find motivation in making improvements and keeping things running smoothly. It's like solving a puzzle and we must have the right stakeholders around the table to be able to complete it. Also, just seeing the positive impact of good communication and improving processes really keeps me going.

Q: What advice would you give to other rota coordinators and NHS colleagues?

Durline: Always remember, a personal touch goes a long way in building trust and collaboration. Get to know your doctors and all stakeholders well, communicate clearly, often, and promptly. And really know your role so that you are confident in saying no sometimes.

For my doctors, I always tell them to submit timesheets on the day, don’t leave it till the next week! It keeps things organised and avoids delays in payment.

Q: On the topic of getting personal and this is away from the desk, what are you watching now?

Durline: One of my favourite shows right now is ‘Korean Odyssey’. It’s happy and it’s sad and it’s funny. So much dark humour and I love that. I would highly recommend it! There’s another one called ‘Captivating the King’ which I have just finished. As you can tell, I love Korean dramas!

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

Stay tuned for our next blog!