Medicine - Rota Co-ordinator and Administrator

Job overview

Main duties of the job

The Trust is seeking to recruit a Band 3 Rota Coordinator and Administrator to support the Medicine Team. The post holder will be responsible for coordinating medical rotas in line with agreed work patterns and relevant workforce guidance, working closely with the Lead Rota Coordinator and Leadership Team. This is an excellent opportunity to work within a small, supportive team in a fast-paced environment, where no two days are the same and where effective rota management plays a key role in maintaining safe medical staffing and service delivery.

Detailed job description and main responsibilities

Administrative Support for Medical Staffing

• Provide comprehensive administrative support to the Medical Staffing Manager and wider Medicine Directorate, ensuring tasks, reports, presentations, and workforce information are completed accurately and within agreed deadlines.
• Support the Operational and Directorate Leadership Teams by providing timely workforce, rota, and staffing information, escalating issues where appropriate.
• Communicate sensitive or complex information relating to medical staffing, compliance, and workforce requirements in a professional and confidential manner.
• Process and maintain records of annual leave, study leave, special leave, and other absences for medical staff, ensuring timely communication to relevant departments and stakeholders.
• Process and administer expense claims for medical staff in accordance with Trust policies and procedures.
• Coordinate induction programmes for new medical staff, including trainees, locums, and agency doctors, ensuring all onboarding requirements such as IT access and mandatory documentation are completed.
• Maintain accurate records of mandatory training, appraisal compliance, and workforce development activity, providing reports and updates as required.
• Produce and present workforce, activity, and compliance reports for operational, governance, and divisional meetings.
• Develop, maintain, and monitor databases, spreadsheets, trackers, and electronic records to support workforce planning and service delivery.
• Support the maintenance and development of Directorate shared drives, intranet pages, and workforce information resources.
• Manage and prioritise workload independently, working within Trust policies and agreed objectives.

Rota Coordination

• Coordinate and maintain medical rotas and work schedules, ensuring all shifts are covered and staffing levels are maintained to support safe patient care.
• Identify, manage, and escalate rota gaps promptly, following agreed escalation processes and guidance.
• Arrange appropriate cover for rota shortfalls, working closely with medical staff, managers, bank services, and external agencies when required.
• Liaise with locum agencies and workforce providers to secure medical cover in a cost-effective and timely manner.
• Communicate rota changes effectively and negotiate amendments to working patterns with medical staff where necessary.
• Ensure rotas, work schedules, and staffing records are accurate, up to date, and distributed to relevant teams within agreed timescales.
• Act as the first point of contact for medical staff reporting sickness and other unplanned absences, ensuring all records are maintained in line with Trust policy.
• Monitor medical staffing levels and provide regular updates regarding staffing gaps, leave, sickness, and compliance requirements.
• Continuously review and improve rota management processes, administrative systems, and working practices to enhance efficiency and service delivery.
• Attend workforce, operational, and specialty meetings, contributing to discussions on staffing, service requirements, and service improvements.

General Administrative Duties

• Order and manage stationery, office supplies, and service resources, ensuring stock levels are maintained appropriately.
• Arrange meetings, interviews, induction sessions, and workforce-related events on behalf of the Medical Staffing Manager and Leadership Team.
• Manage diaries and coordinate meetings involving senior managers, medical staff, and external stakeholders.
• Prepare agendas, take accurate minutes, and monitor follow-up actions arising from meetings.
• Maintain accurate electronic and paper records in accordance with Trust policies, information governance standards, and data protection requirements.
• Provide support with general office administration, including document management, filing, photocopying, scanning, and correspondence.
• Support and supervise administrative colleagues where required, promoting effective team working and service delivery.
• Participate in mandatory training, continuing professional development, and appraisal processes to maintain and develop knowledge and skills relevant to the role.
• Contribute to continuous improvement initiatives that support the effective delivery of medical workforce and administrative services across the Directorate.