254124 (SNIS) Rota Co-ordinator

NHS Scotland; Astley; On-site; GBP 32,000 - 42,000; Full time

Job summary

NHS Scotland is seeking a Rota Co-ordinator to plan and manage the GP out of hours rota for the Lothian out of hours service. The post is an In-Hours role between 8am and 4pm, requiring effective liaison with clinicians and managers.

You will build and adjust rotas to ensure full staffing, monitor coverage, attend rota meetings, and provide timely data analyses to support service planning and governance.

Responsibilities

• Plan and manage the GP out of hours rota for the Lothian out of hours service.
• Liaise and communicate with clinicians and managers.
• Ensure appropriate clinician cover with no gaps; inform the BSM of issues.
• Coordinate staff cover to provide short, medium, long-term solutions.
• Be fully conversant with the Rotamaster rota system and other required electronic systems.
• Attend twice weekly rota meetings and assist the department in reviewing the service.
• Produce and share an accurate analysis of clinical cover for weekly meetings.
• Ensure an effective bring forward system to assist in future planning of GP rotas.
• Assist the BSM with analysing data for the service and for FOI requests.
• Provide data for Scottish Government on a regular basis (daily/weekly).
• Maintain the Rotamaster system including implementing new processes and ensuring all users are kept abreast of changes.
• Assist the BSM with management of GPs contracts.
• Maintain constructive relationships within the service including GPs.
• Assist the Quality and Improvement Officer by providing information related to service provision.
• Assist the Quality and Improvement Officer with daily appointment planning and deputising when on leave.
• There will be a requirement to cover for other administrative/secretarial staff during sickness, absences and annual leave.

Job description

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

AI tools like ChatGPT or Copilot can be great for planning and preparing your application—but your answers must be your own.

• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
• Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
• Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.

Tip: Think of AI as a helper, not a substitute. We want to understand you—not an AI tool.

Rota Co-ordinator

The postholder will be responsible for the planning and management of the GP out of hours rota for the Lothian out of hours service. To liaise and effectively communicate with clinicians and managers, This post is an In-Hours post between the hours of 8am-4pm.

Build and adjust rotas to ensure that the service is fully and appropriately staffed.

Responsible for ensuring appropriate clinician cover making sure there are no gaps and ensuring the BSM is made aware of any issues in a timely fashion so problems can be resolved.

Use initiative to co-ordinate the provision of staff cover to provide short, medium, long-term solutions.

Be fully conversant with the use of the rota system (Rotamaster) and all required electronic systems for correspondence, management and retrieval of data.

To attend twice weekly rota meetings and assist the department in reviewing the service.

To produce and share an accurate analysis of clinical cover in a timely fashion for weekly meetings.

To ensure an effective bring forward system to assist in future planning of GP rotas.

Assist the BSM with analysing of data for the service and for occasional FOI requests.

Providing data for Scottish Government on a regular basis (daily/weekly).

Maintenance of the Rotamaster system including implementing new processes and ensuring all users are kept abreast of any changes.

Assist the BSM with management of GPs contracts.

Maintain constructive relationships with others within the service including GPs.

Assist the Quality and Improvement Officer by providing information related to service provision.

Assist the Quality and Improvement Officer with daily appointment planning and deputising when on leave.

There will be a requirement for the post holder to undertake a range of duties covering for other administrative/secretarial staff during sickness, absences and annual leave. The post holder therefore needs to be fully conversant with the duties of administration/secretarial colleagues.

To work in the United Kingdom, there is a legal requirement for an individual to demonstrate that they have the relevant permission to work in the country. This permission is, without exception, granted by the UK Visa and Immigrations Service. Further information on what NHS Scotland Boards are required to do to check this as well as what your responsibilities include can be found in the further information for this vacancy.

Please note: we anticipate a high level of interest in this position and may close the vacancy early once a sufficient amount of applications are received.

We will fully support disabled candidates, and candidates with long-term conditions or who are neurodivergent by making reasonable adjustments to our recruitment policy and practices.