Medical Staffing Rota Coordinator

Lancashire Teaching Hospital NHS Foundation Trust; Preston; On-site; GBP 30,000 - 40,000; Full time

Job summary

A major healthcare provider in the UK is seeking a Medical Rota & Staffing Coordinator to manage staffing schedules and ensure operational effectiveness for medical staff. The ideal candidate will thrive in a fast-paced environment, possess strong organizational skills, and have experience managing rosters and staffing. This role is crucial for supporting day-to-day operations and improving patient care across various medical departments.

Qualifications

• Experience managing staffing schedules for medical staff.
• Ability to oversee planned and unplanned absences effectively.
• Competence in managing the HealthRoster system.

Responsibilities

• Record and monitor medical staff leave accurately.
• Manage locum requirements and liaise with staffing departments.
• Produce and distribute rotas for medical staff.

Skills

Organisational skills

Negotiation skills

Strong communication

Job description

Overview

We are looking for a highly organised and proactive individual to join our team as a Medical Rota & Staffing Coordinator. You will manage the delivery of accurate and timely medical rotas and staffing schedules for senior and junior medical staff, oversee planned and unplanned absences, and ensure accurate updates on HealthRoster. You will work 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.

Responsibilities

• Record and monitor all types of medical staff leave (annual, study, professional, and sick leave) in accordance with Trust policies and procedures.
• Identify locum requirements based on staff absences and vacancies; liaise with the Medical Staffing Department and external agencies to arrange timely bookings and internal cover for unforeseen absences.
• Manage the HealthRoster system to ensure all clinical activities are backfilled during leave, sickness, or on-call duties.
• Oversee key tasks such as managing clinic reductions and POLCV.
• Provide an effective face-to-face manpower information service for medical and administrative staff across multiple sites.
• Maintain strong communication channels across departments and sites; manage local induction programs for newly appointed medical and agency staff; handle processing of extra duty and expense claims.
• Provide regular reporting on locum expenditure to the Management Team for financial oversight and workforce planning.
• Produce and distribute rotas for all grades of medical staff.

Working for our organisation

We have 10,000 fantastic people working to deliver quality services to our patients. You will help look after 370,000 people in our local area and provide specialist care to 1.5 million people across Lancashire & Cumbria. You will access varied development opportunities, learn new skills, meet diverse colleagues, and contribute to delivering outstanding healthcare across our local towns.

You will be supported to think boldly, innovate, and continually improve patient care and staff experience. Everything we do centres around patient care and enhancing their experience, and your role is pivotal to this work.

Role expectations and activities

• Communicate rota alterations clearly and in a timely manner.
• Foster strong working relationships across medical, nursing, and admin teams.
• Record and monitor all medical staff leave (annual, study, professional, and sick leave) electronically and manually in line with Trust policies.
• Identify locum requirements due to leave, absences and vacancies; liaise with the Medical Staffing Department/external locum agency to procure agency bookings; arrange short-notice internal cover for unforeseen absences.
• Manage the HealthRoster system to backfill clinical activities due to leave, sickness or on-call duties.
• Manage tasks such as POLCV and reducing clinics.
• Provide a face-to-face manpower information service for Directorate medical/admin staff across sites.
• Produce and distribute rotas for all grades of medical staff.

Equality, diversity and recruitment information

Thanks for taking the time to view this advert. The vacancy may close earlier than the published date if sufficient applications are received. We are committed to promoting equality of opportunity, celebrating diversity, and eliminating unlawful discrimination. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply. Our Statement on the Recruitment of Ex-Offenders is available here.

To support your application process we provide guidance on best practices and links to our strategic aims, values, development support and rewards. We also offer two guides to help you make your application. If you may need adjustments to participate in the recruitment process, please contact the recruitment team at the earliest opportunity.

Additional information

• Use of Artificial Intelligence (AI) in applications: personalise your supporting information; do not rely solely on AI to write your application. This is monitored by LTHTR.
• Supporting information: structure your information with clear examples of how your qualifications and experiences align with the criteria.
• Secondments: ensure agreement from your current line manager and review the LTHTR Secondment Policy when applying.
• DBS checks: if required, costs may be recovered from salary as described; DBS checks are free for volunteers.
• Infection prevention and control requirements: adherence to trust policies across sites.