E-Rostering Advisor | University Hospitals Coventry and Warwickshire NHS Trust

UHCW NHS Trust; Coventry; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading healthcare organization in Coventry seeks a dedicated Medical E-Rostering Advisor to enhance workforce planning and improve the staff experience. Responsibilities include supporting E-Rostering system maintenance, providing training to medical staff, and managing doctors' rotations. Candidates should possess relevant qualifications and experience in E-Rostering and project management.

Qualifications

• Experience in managing E-Rostering systems and workforce planning.
• Ability to conduct training sessions and workshops.
• Strong data analysis and auditing skills.

Responsibilities

• Support the delivery of the E-Rostering system to improve workforce planning.
• Conduct training sessions for medical staff.
• Coordinate setup and maintenance of doctors’ rotations.

Skills

Knowledge of E-Rostering systems

Training facilitation

Data analysis

Excellent communication

Project management

Education

Relevant degree or equivalent experience

Job description

Overview

Are you passionate about healthcare and technology? Do you thrive in dynamic environments where you can make a real impact? University Hospitals Coventry and Warwickshire NHS Trust is looking for a dedicated and innovative Medical E-Rostering Advisor to join our team!

Role Title: E-Rostering Advisor

Band: 5

Contract: Permanent Full-time

Note: This advert will close as soon as sufficient applications have been received. If interested, please apply promptly.

About Us

At UHCW NHS Trust, our vision is to be a national and international leader in healthcare, rooted in our communities. We aim to deliver the best care for our communities by providing proactive, joined-up support for local people and delivering specialised services for those with the most complex health conditions. Our values of Compassion, Openness, Pride, Partnership, Improve, Learn, and Respect guide everything we do.

University Hospitals Coventry and Warwickshire NHS Trust is rated as good by the Care Quality Commission and is one of the largest teaching Trusts in the UK. We are proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do. The Trust is renowned for being at the forefront of research and innovation and is recognised as a Pathway to Excellence designated organisation. Further details about this award can be found via our Pathway to Excellence information.

By joining our journey, you will be part of a passionate, talented team with access to a wide range of learning and development opportunities. The Trust is committed to creating an inclusive environment that values equality, diversity, and human rights.

Key Responsibilities

• Support the delivery, development, and maintenance of the Trust's E-Rostering system to improve workforce planning, staff experience, and service efficiency.
• Provide ongoing support on the design, coordination, and optimisation of medical rotas across the Trust, ensuring compliance with workforce regulations and safe staffing standards.
• Conduct training sessions and workshops, and provide expert advice to rota coordinators, medical staff, and managers.
• Coordinate the setup and maintenance of doctors’ rotations within the E-Rostering system, ensuring alignment with national and local training programme requirements.
• Contribute to system development by identifying areas for improvement and supporting change initiatives.

E-Rostering System Support

• Support the rollout, implementation, and maintenance of the Trust’s E-Rostering system.
• Conduct training sessions and workshops in support of the E-Rostering project.
• Provide advice and guidance to rota coordinators, medical staff, and managers on effective use of E-Rostering functionality.
• Conduct data quality audits to ensure the accuracy and integrity of roster and rota information.
• Produce reports and workforce dashboards (e.g., fill rates, compliance, annual leave utilisation, job plan alignment).
• Maintain data integrity across E-Rostering and ESR systems.
• Ensure rotations are accurately reflected in E-Rostering and ESR, providing timely updates for starters, leavers, and mid-rotation changes.
• Link doctors’ rotation data with recruitment and establishment data to maintain accurate workforce information and support medical recruitment campaigns.
• Act as a key point of contact for doctors, rota coordinators, and programme administrators, resolving queries related to placements, rotations, and roster allocations.

Doctors’ Rotations Management

• Coordinate the setup and maintenance of doctors’ rotations within the E-Rostering system, ensuring alignment with national and local training programme requirements.
• Advising in the drafting and amending of a UHCW Medic E-Rostering Policy.
• Work with Medical Education, HR, and Clinical Leads to ensure accurate allocation of doctors to posts/rotations, considering training needs, service delivery, and EWTD compliance.
• Support the Project Manager to implement an effective system to evaluate and measure benefits, setting objectives with managers.
• Liaise with third party suppliers to ensure timely resolution of issues.

Medical Rota Design & Coordination

• Support ongoing management of compliant medical rotas, ensuring adherence to EWTD, New Deal, and contractual requirements where necessary.
• Collaborate with Clinical Leads, rota coordinators, and service managers to balance rota requirements, including service delivery, training needs, and staff wellbeing.
• Provide expert advice and guidance for ongoing rota design or governance queries.
• Ensure clear and timely communication of rota information to staff and managers to enable roster creation.

Leadership & Service Development

• Provide support and mentorship to colleagues, ensuring consistency and accuracy of processes.
• Deputise for the E-Rostering Project Manager when required.
• Participate in workforce planning projects and contribute to service improvement initiatives.
• Promote equality, diversity, and inclusion in all aspects of service delivery.

General

• Lead on project work as directed, including information gathering, data collation and reporting, and assisting in the production of reports and documents.
• Line manage the Medical Workforce rostering team, including appraisals, sickness absence monitoring, and coordination of annual leave.
• Provide general assistance in the Medical Workforce Department to ensure smooth operation.
• Assist with the preparation and documentation of minutes for designated meetings.
• Maintain up-to-date knowledge of Junior doctors contract and working conditions guidance related to working arrangements.
• Any other duties within the capability of the role.

For further details of the role please see the attached job description.

Advert closing notice: This advert closes on Monday 29 Sep 2025