Lead Workforce Rota Coordinator

Nimbuscare Ltd; York and North Yorkshire; On-site; GBP 29,000 - 30,000; Full time

Job summary

Nimbuscare Ltd. in York is seeking an experienced Lead Workforce Rota Coordinator to oversee rota coordination across multiple services. You will lead workforce planning, ensure safe staffing, manage rota escalations and support improvements to rota processes and systems.

The role requires strong leadership, organisational and communication skills, with an autonomous approach in a fast-paced environment. Nimbuscare is a not-for-profit organisation based in York, serving a wider footprint.

Qualifications

• Minimum of 2 years experience in a similar role.
• Minimum of 2 years line management experience.
• Experience leading or supervising staff in a fast-paced environment.
• Excellent organisational skills with ability to prioritise and multitask effectively.
• Excellent written and verbal communication skills.

Responsibilities

• Provide day-to-day leadership and line management to the rota coordination team, including supervision, support, training and performance management.
• Conduct regular 1:1 meetings, appraisals and development reviews with direct reports.
• Promote a positive, collaborative and high-performing team culture.
• Allocate workload across the team to ensure rota queries and operational demands are managed effectively.
• Act as an escalation point for complex rota issues, staffing concerns and service pressures.
• Lead on the continuous review and improvement of rota processes, systems and ways of working.
• Develop, maintain and coordinate comprehensive rota schedules, proactively ensuring all clinical rotas across Nimbuscare services are resourced to required staffing levels.
• Ensure rotas reflect planned service delivery, skill mix requirements and clinical safety standards.
• Monitor workforce capacity and identify staffing gaps, responding to planned and unplanned absences to maintain service continuity.
• Act as the lead point of contact for all clinical rota matters.
• Build and maintain effective working relationships with clinicians, operational teams and external staffing agencies.
• Utilise and oversee the effective use of the clinical rota system (RotaMaster), supporting staff with setup, shift booking and system queries.
• Ensure rota systems are updated daily to accurately reflect hours worked and support payroll processes.
• Produce and analyse rota and workforce reports, identifying trends, risks and opportunities for improvement.
• Ensure all payroll-related rota tasks are completed accurately and within agreed timescales.
• Work collaboratively with the HR and Finance teams to resolve payroll discrepancies and staffing queries.
• Maintain accurate records relating to sickness absence, annual leave and staffing activity.
• Participate in audit preparation and provide workforce information as required.
• Identify opportunities to improve rota efficiency, workforce utilisation and staff experience.
• Support the implementation of new systems and processes to optimise service quality and operational effectiveness.

Skills

Workforce planning

RotaMaster

Leadership

Line management

IT: Outlook/Word/Excel

Education

A Level / Level 3 or equivalent

Tools

RotaMaster

SystmOne

Outlook

Word

Excel

Job description

We are looking for an experienced and proactive Lead Workforce Rota Coordinator to oversee rota coordination across multiple services at Nimbuscare. You will lead workforce planning, ensure safe and effective staffing, manage rota escalations and support continuous improvements to our rota processes and systems.

For full details, please see supporting documents for the full job description attached.

Please note: sponsorship is not available for this role.

Main duties of the job

Working closely with the Service Leads & Service Delivery Manager, clinicians, HR and external agencies, the post holder will ensure efficient deployment of staffing resources, proactive management of workforce gaps. They will also support the ongoing development of rota systems, processes and reporting to improve service delivery, workforce experience and patient care.

The post holder will be expected to work autonomously in a demanding and fast-paced environment, demonstrating excellent organisational, leadership, communication and problem-solving skills.

About us

Nimbuscare is a not-for-profit organisation that aims to be a collaborative and agile provider that cares for its people and patients. Nimbuscare is based in York and is owned by all the practices in the city, however we deliver services over a wider footprint.

Job responsibilities

Main Duties and Responsibilities

Provide day-to-day leadership and line management to the rota coordination team, including supervision, support, training and performance management.

Conduct regular 1:1 meetings, appraisals and development reviews with direct reports.

Promote a positive, collaborative and high-performing team culture.

Allocate workload across the team to ensure rota queries and operational demands are managed effectively.

Act as an escalation point for complex rota issues, staffing concerns and service pressures.

Lead on the continuous review and improvement of rota processes, systems and ways of working.

Develop, maintain and coordinate comprehensive rota schedules, proactively ensuring all clinical rotas across Nimbuscare services are resourced to required staffing levels.

Ensure rotas reflect planned service delivery, skill mix requirements and clinical safety standards.

Monitor workforce capacity and identify staffing gaps, responding to planned and unplanned absences to maintain service continuity.

Act as the lead point of contact for all clinical rota matters.

Build and maintain effective working relationships with clinicians, operational teams and external staffing agencies.

Utilise and oversee the effective use of the clinical rota system (RotaMaster), supporting staff with setup, shift booking and system queries.

Ensure rota systems are updated daily to accurately reflect hours worked and support payroll processes.

Produce and analyse rota and workforce reports, identifying trends, risks and opportunities for improvement.

Ensure all payroll-related rota tasks are completed accurately and within agreed timescales.

Work collaboratively with the HR and Finance teams to resolve payroll discrepancies and staffing queries.

Maintain accurate records relating to sickness absence, annual leave and staffing activity.

Participate in audit preparation and provide workforce information as required.

Identify opportunities to improve rota efficiency, workforce utilisation and staff experience.

Support the implementation of new systems and processes to optimise service quality and operational effectiveness.

Ensure all activities are undertaken in accordance with organisational policies, governance frameworks and statutory requirements.

________________________________________

Business Responsibilities

Maintain and promote the ethos and culture of Nimbuscare Limited.

Positively represent Nimbuscare both internally and externally.

Attend management, educational and staff meetings as required.

Build and maintain strong professional relationships with internal and external stakeholders.

Support organisational change initiatives and service developments.

________________________________________

Learning and Development

The post holder will participate in any training programme implemented by Nimbuscare Limited, including:

Participation in individual performance reviews and development planning.

Supporting the learning and development of team members.

Making effective use of learning opportunities both within and outside the workplace.

Undertaking mandatory and statutory training as required.

________________________________________

Team Working

Work as an effective leader and team member, supporting collaboration and innovation.

Delegate tasks appropriately and support effective workload prioritisation across the team.

Contribute to team initiatives that improve patient care and operational performance.

Encourage reflective practice and continuous improvement within the team.

________________________________________

Confidentiality

Maintain strict confidentiality regarding all patient, staff and organisational information.

Ensure information is handled in accordance with data protection legislation and organisational policies.

Health & Safety

Identify and manage risks associated with work activities.

Ensure compliance with infection prevention and control procedures.

Maintain safe working practices and report risks or incidents appropriately.

________________________________________

Equality, Diversity and Inclusion

Actively promote equality, diversity and inclusion.

Ensure all colleagues, patients and stakeholders are treated with dignity and respect.

________________________________________

Quality

Promote a culture of quality improvement and accountability.

Monitor standards within the rota function and escalating concerns where necessary.

Participate in audit and governance activities.

Work effectively with internal and external partners to support patient needs.

Maintain a professional image and standard of conduct at all times.

________________________________________

Communication

Communicate effectively with colleagues, clinicians, managers and external stakeholders.

Provide clear guidance and support on rota and workforce matters.

Adapt communication methods to meet the needs of different individuals and situations.

________________________________________

Other

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. You may be required to undertake other duties appropriate to the grade of the post.

Person Specification

Experience

• Minimum of 2 years experience in a similar role
• Minimum of 2 years line management Experience
• Experience leading or supervising staff in a fast-paced environment
• Excellent organisational skills with ability to prioritise and multitask effectively
• Excellent attention to detail and high standards of accuracy
• Excellent written and verbal communication skills
• Ability to work proactively under pressure in a demanding and time-sensitive role
• Strong IT skills including Outlook, Word and Excel
• Workforce planning experience
• Experience using RotaMaster
• Experience in Primary Care or NHS settings
• Experience using clinical systems such as SystmOne
• Strong leadership and team management skills
• Ability to communicate effectively on complex workforce and resourcing issues
• Ability to work collaboratively with senior managers and clinicians to develop pragmatic staffing solutions
• Positive, supportive and collaborative approach to team working

Qualifications

• Good standard of general education to A Level / Level 3 or equivalent

Other

• VDU use
• Flexibility to meet service needs
• Own transport

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£28,500 to £29,500 a yeardepending on experience