Medical Rota Co-ordinator

South West Yorkshire Partnership NHS Trust; Wakefield; On-site; GBP 22,000 - 28,000; Full time

Job summary

An NHS Foundation Trust in Wakefield is seeking a Medical Rota Co-ordinator to oversee medical coverage and rota management. The ideal candidate will ensure rotas comply with trust policies, liaise with medical staff, and manage administration effectively. Strong interpersonal, written, and verbal communication skills are essential, along with a minimum experience in a secretarial role. This position plays a critical role in the delivery of healthcare, maintaining positive relationships across the organization.

Benefits

NHS Employee benefits

Support for professional development

Qualifications

• Recent secretarial/administrative experience and copy/audio typing required.
• Experience in using email and maintaining/update diaries is necessary.
• Knowledge of the Data Protection Act and information governance required.

Responsibilities

• Create safe and efficient medical rota compliant with all trust policies.
• Liaise with medical teams regarding rota requests and changes.
• Monitor rota emails and resolve issues in a timely manner.

Skills

Good written communication skills

Good verbal communication skills

Customer care skills

Resilience to pressure

Good interpersonal skills

Education

Competency at level 3

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Medical Rota Co-ordinator

Go back South West Yorkshire Partnership NHS Trust

The closing date is 04 January 2026

As the rota co‑ordinator, you will support the delivery of medical coverage throughout the trust with the support of colleagues within the e‑rostering team, support services and operational colleagues.

You will need to be adaptable and flexible, utilising your problem solving and people skills on a day to day basis, will know when and where to gain support and decisions to ensure you can deliver on the expectations of the role in providing an effective medical rota for the services.

Enhanced people skills will allow you to work with various stakeholders across the trust, building and maintaining professional relationships helping to ensure the trust gets value for money when creating rotas.

The workload will be spread within the rota co‑ordinator team and supported by the e‑rostering manager and there will be regular on‑site meetings with the ability to work in an agile manner with the agreement of the line manager. All equipment to do so will be provided.

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role.

We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.

Main duties of the job

You will create a safe, effective and efficient medical rota which is compliant with all trust policies and terms and conditions of our medical colleagues.

Co‑ordinate with the medical recruitment and post‑grad medical education teams to populate the medical rota with personal information provided by them, to meet rota publication deadlines as stipulated by NHS England.

Liaise with medics on rota regarding any rota requests/changes to ensure they do not have a negative impact on the delivery of care.

Ensure any issues are brought to the attention of the E‑Rostering Manager/Clinical Lead in a timely manner to ensure resolution at as early a stage as possible.

Monitoring rota emails and dealing with any issues/requests as soon as possible.

Ensuring that timesheets are completed by the Clinical Leads or designated deputies in line with payroll deadlines.

Support the e‑roster team in line with line manager expectations.

All employees of the Trust are strongly encouraged to have their up‑to‑date flu vaccination to protect staff and patients.

About us

We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the West Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high‑quality care in the right place at the right time. We employ staff in both clinical and non‑clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

Being a foundation Trust means we’re accountable to our members, who can have a say in how we’re run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expect all colleagues and volunteers to share this commitment.

We do reserve the right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Job responsibilities

Service user contact referred to in this Job description will only apply when working within a clinical area.

The post‑holder will:

• Under the supervision/direction of the Line Manager, within a delegated framework for agreed tasks and seeking support as and when necessary from Medical Education and the E‑Roster team and Clinical Leads, provide a comprehensive, confidential, Administrative Rota co‑ordination service to clinical/support services, in an efficient and confidential manner.
• Provide services within well‑established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
• Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
• Act as principal point of contact for Senior Manager, Clinical Leads, Consultants and Doctors in relation to Rotas.
• Work flexibly to meet the needs of the service.
• Develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.
• Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
• Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholder’s level of competency or authority to the Line Manager.
• Work within well‑established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
• Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.
• Ensure the service experience is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trust’s Values.

For full job description, please see attached supporting documents.

Person Specification

Physical Attributes

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)

Qualifications

• As appropriate to the role::
• Or, be able to demonstrate competency at level 3.
• Willingness to undertake further study/development.

Training

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
• Must be willing/able to undergo job development and training and maintain skills

Experience

• Recent Secretarial/administrative experience and copy /audio typing
• Note/minute taking
• In using email, maintaining and updating paper and electronic diaries, arranging meetings
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint etc
• In working as an effective team member with minimum supervision
• In working in a busy environment with competing demands
• Understanding of the need to maintain strict confidentiality
• In using a degree of initiative
• in organising and prioritising own tasks in order to meet deadlines.
• In working in a caring environment
• In dealing with the public

Special Knowledge/Skills

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
• In, decision‑making and prioritisation
• Knowledge of Data Protection Act
• Customer care skills
• Good interpersonal skills
• Resilience to pressure and exposure to emotional, distressing situations
• Non‑judgemental, empathetic manner
• Able to use observation skills to identify potential risks and act appropriately
• Demonstrates Trust Values
• Able to fulfil the requirements of the Trust’s value based induction
• Knowledge of information governance

Personal Attributes

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach
• Dress appropriately for the environment
• Ability to travel around the Trust as appropriate to role

Employer name

South West Yorkshire Partnership NHS Trust

Job Description – Proven template