Lead Rota Coordinator - Medicine

Betsi Cadwaladr University Health Board; Wrexham; On-site; GBP 40,000 - 52,000; Full time

Job summary

Wrexham Maelor Hospital in Wrexham is seeking a Lead Rota Coordinator to oversee medical rotas across the Medicine Directorate, ensuring safe staffing and compliance with New Deal and EWTD. The role requires proactive problem-solving, excellent organisation, and the ability to work with Specialty Managers, medical staff, and finance colleagues.

You will manage leave, line up rosters, produce ad hoc reports, and support line managers with workforce planning.

Qualifications

• Degree level education or equivalent experience.
• Must be able to demonstrate knowledge and experience of the full range of IT systems including all Microsoft applications
• Evidence of continuous/ongoing learning
• ECDL or equivalent experience
• Welsh language ability is desirable
• Experience of managing financial resources
• Experience of working with clinical staff
• Experience of analysing complex information and developing and maintaining schedules
• Significant NHS experience

Responsibilities

• Lead on coordination and management of medical rotas across the Directorate to maintain safe staffing levels.
• Collaborate with Specialty Managers, medical staff, Workforce and Finance colleagues to manage rota gaps and staffing solutions.
• Ensure compliance with New Deal for Junior Doctors and EWTD.
• Produce weekly/monthly duty rosters for consultants and junior medical staff.
• Generate ad hoc reports and projects as requested by senior management.
• Maintain confidentiality and build strong stakeholder relationships within the Directorate.

Skills

Organisational skills

Communication skills

Microsoft Office

Prioritisation

Teamworking

Education

Degree level education or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Job Overview

An exciting opportunity has arisen for an enthusiastic, highly organised, and proactive individual to join the Medicine Directorate at Wrexham Maelor Hospital as a Lead Rota Coordinator. The successful candidate will be responsible for the day-to-day operational management of medical staffing and rota coordination across the Directorate, ensuring safe and effective workforce cover is maintained at all times. Working closely with Specialty Managers, clinical teams, doctors, Workforce and Finance colleagues, the post holder will play a key role in overseeing medical workforce arrangements, supporting rota management, and responding to staffing challenges in a timely and effective manner. The role requires the ability to work independently, prioritise competing demands, and make informed decisions within a fast-paced and often complex environment. Excellent communication and interpersonal skills are essential, alongside strong organisational abilities, attention to detail, and a proactive approach to problem-solving. The successful candidate will be confident in building effective working relationships with a wide range of stakeholders and committed to delivering a high-quality staffing service that supports patient care.

Main duties of the job

This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys problem-solving, and is committed to supporting the delivery of high-quality patient care through effective workforce planning and rota management. The successful candidate will lead on the coordination and management of medical rotas across the Directorate, ensuring appropriate staffing levels are maintained to support safe and effective service delivery. The post holder will work closely with Specialty Managers, medical staff, Workforce and Finance colleagues to proactively manage rota gaps, coordinate staffing solutions, and support compliance with relevant workforce policies and procedures. The role requires excellent organisational, communication, and interpersonal skills, together with the ability to prioritise competing demands and work independently with minimal supervision. The post holder will adopt a proactive, solution-focused approach, using sound judgement and initiative to respond effectively to staffing challenges and operational pressures. As a key member of the Directorate team, the post holder will be expected to maintain strict confidentiality, build positive working relationships with a wide range of stakeholders, and contribute to the continuous improvement of medical workforce processes. They will work in accordance with Health Board policies and procedures, escalating issues to their Line Manager where appropriate.

Working for our organisation

If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales. Join our team and get the support you need, in line with our Organisational Values and ‘Proud to Lead’ competence framework. Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the “Disability Confident Employer” scheme.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Detailed Job Description And Main Responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents. Co-ordinating and overseeing the smooth running of doctors’ shift patterns in line with the New Deal – Junior Doctors Hours/European Working Time Directive. Co-ordination of all leave arrangements and prospective cover for Consultants’ and junior medical staff. The post holder will work closely with the health boards New Deal Coordinator in monitoring the shift patterns on a regular basis to ensure continued compliance with New Deal and EWTD. The post holder will assist in the production of weekly/monthly duty rosters for Consultant and junior medical staff within sub-specialties of the DIRECTORATE. The post holder will also undertake ad hoc reports and projects as and when requested by the General Manager for Mecical Directorate Clinical Director, Lead Site Specialty Manager or, Management Team. These reports / projects will be in line with the responsibilities of the grade of the post.

Person specification

Qualifications

Essential criteria

• Degree level education or equivalent experience.
• Must be able to demonstrate knowledge and experience of the full range of IT systems including all Microsoft applications
• Evidence of continuous/ongoing learning
• ECDL or equivalent experience

Desirable criteria

• Ability to speak Welsh
• Desktop publishing skills Shorthand
• Typing RSA III (or equivalent)

Experience

Essential criteria

• Ability to work on own initiative and as part of a team
• Experience of managing financial resources.
• Previous experience of working with clinical staff.
• Experience of analysing complex information and a variety of sources to develop and maintain schedules.
• Significant experience within a NHS environment

Desirable criteria

• Knowledge of New Deal for Junior doctors/European Working Time Directive
• Experience of developing staff rotas

Skills

Essential criteria

• Ability to take succinct notes at formal meetings.
• IT skills – including use of e-mail, Microsoft Word, Excel and Powerpoint
• Good organisational, time management and interpersonal skills
• Ability to provide an efficient, accurate and prompt secretarial and support service.
• Ability to manage junior and middle grade staff
• Ability to judge the importance of information and to respond appropriately in terms of prioritising.
• Ability to manage own workload.

Personal qualities

Essential Criteria

• Excellent organisational ability
• Ability to work to strict deadlines and to prioritise tasks
• Analytical skills
• Ability to communicate both verbally and in writing important information clearly and accurately to all grades of medical personnel and administration managers.
• Ability to thrive in a busy environment
• Team worker
• Willingness to learn new skills to meet the needs of the organisation
• Ability to use own initiative, whilst understanding the need to seek advice from seniors where necessary
• Ability to develop new systems

Desirable criteria

• Ability to co-ordinate and alter complex work schedules
• Previous experience of working in a hospital environment or with health care professionals