Medical Staffing Rota Coordinator

Lancashire Teaching Hospitals NHS Foundation Trust; Preston; On-site; GBP 27,000 - 31,000; Full time

Job summary

A prominent healthcare provider in the UK is seeking a Medical Staffing Rota Coordinator. This crucial role involves managing medical rotas and staffing schedules for medical staff, overseeing absences, and communicating effectively with various stakeholders. The ideal candidate should possess strong organizational and negotiation skills, along with experience in NHS administration. This position offers a salary between £27,485 to £30,162 per annum.

Qualifications

• Experience in a dynamic environment with changing priorities.
• In depth administration experience.
• Previous experience of working with doctors' rotas.

Responsibilities

• Manage delivery of accurate and timely medical rotas.
• Oversee planned and unplanned absences.
• Maintain strong communication channels across departments.

Skills

Strong negotiation skills

Organizational skills

Effective communication

Problem-solving

Education

Good General Education with 5 A-C Grade GCSEs

Educated to diploma level or NVQ level 4

Tools

Microsoft Word

Microsoft Excel

Job description

Go back Lancashire Teaching Hospitals NHS Foundation Trust

Medical Staffing Rota Coordinator

The closing date is 05 October 2025

We are looking for a highly organised and proactive individual to join our team as a Medical Rota & Staffing Coordinator. In this key role, you will be responsible for managing the delivery of accurate and timely medical rotas and staffing schedules for both senior and junior medical staff. You will also oversee planned and unplanned absences, ensuring accurate updates are made on HealthRoster.

A confident communicator and problem-solver, you will work closely with a wide range of stakeholders to support day-to-day operational needs and the management of additional clinical capacity. This role is ideal for someone who thrives in a fast-paced environment, has strong negotiation and organisational skills, and is confident working both independently and as part of a team.

Main duties of the job

As the Medical Rota & Staffing Coordinator, you will be responsible for recording and monitoring all types of medical staff leave, including annual, study, professional, and sick leave, ensuring compliance with Trust policies and procedures. You will identify locum requirements based on staff absences and vacancies, liaising closely with the main Medical Staffing Department and external agencies to arrange timely bookings and internal cover for unforeseen absences.

You will manage the HealthRoster system to ensure all clinical activities are appropriately backfilled during leave, sickness, or on-call duties, as well as overseeing key tasks such as managing clinic reductions and POLCV. Providing an effective, face-to-face manpower information service for medical and administrative staff across multiple sites will also be an important part of your role.

In addition, you will maintain strong communication channels across departments and sites, manage local induction programs for newly appointed medical and agency staff, and handle the processing of extra duty and expense claims. Regular reporting on locum expenditure to the Management Team will support ongoing financial oversight and workforce planning.

About us

We have 10000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.

You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

Job responsibilities

Please see the attached document for the full job description and person specification

• To aid the management and admin team in guiding andsupporting staff to sustain high levels of service efficiency andeffectiveness
• To communicate rota alterations clearly and in a timelymanner
• To foster strong working relationships across medical,nursing and admin teams
• Record and monitor, electronically and manually, all medical staffleave such as annual leave, study leave, professional leave, sickleave etc. in accordance Trust policies and procedures
• Identify locum requirements in relation to leave applications,absences and vacancies and liaise closely with the main MedicalStaffing Department/external locum agency to procure agencybookings. Arrange short notice internal cover for unforeseenabsences.
• Manage the Health Roster system ensuring all clinical activitiesare backfilled due to leave, sickness or on-call duties.
• Manage key tasks such as POLCV and reducing clinics.
• Provide an effective face to face drop-in medicalmanpower information service for the Directoratesmedical/admin staff, across sites
• Produce and distribute rotas for all grades of medical staf

Person Specification

Qualifications and Education

• Good General Education with a minimum of 5 A-C Grade GCSEs or equivalent
• Educated to diploma level or NVQ level 4 or extensive NHS practical experience
• ILM Level 3 or above

Knowledge and Experience

• In depth administration experience
• Operational experience of Microsoft Word and Excel
• Experience of working in a dynamic environment with changing priorities and challenging deadlines
• Previous experience of working with doctors rotas
• EWTD Knowledge
• Experience in NHS or other public sector administration

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.

Employer name

Lancashire Teaching Hospitals NHS Foundation Trust

£27,485 to £30,162 a yearPer annum/Pro rata