Medicine - Rota Co-ordinator and Administrator

Nhs-1; Barrow-in-Furness; On-site; GBP 26,000 - 27,000; Full time

Job summary

University Hospitals of Morecambe Bay NHS Foundation Trust is seeking a Band 3 Rota Co-ordinator and Administrator for the Medicine Directorate in Barrow-in-Furness. You will coordinate medical rotas, manage annual and study leave, and support onboarding for trainees and locums within a fast-paced NHS setting.

Key duties include maintaining records, generating reports, and ensuring staffing levels support safe patient care.

Qualifications

• NVQ3 in administration or equivalent experience is required.
• GCSE in Maths and English or equivalent is required.
• ECDL or equivalent is required.
• Knowledge of NHS systems and processes is desirable.

Responsibilities

• Provide administrative support to the Medical Staffing Manager and Medicine Directorate.
• Coordinate annual leave, study leave, and absences for medical staff.
• Coordinate induction for new doctors, locums and trainees; ensure onboarding requirements are met.
• Produce workforce, activity, and compliance reports for meetings.
• Develop and maintain databases, trackers and electronic records for workforce planning.

Skills

Own initiative

Attention to detail

Multitask

Organise workload

Education

NVQ3 in administration

GCSE Maths & English

ECDL

Tools

Database software

Word processing

Job description

Employer University Hospitals of Morecambe Bay NHS Foundation Trust Employer type NHS Site Furness General Hospital Town Barrow In Furness Salary £25,760 - £27,476 Pro rata per annum Salary period Yearly Closing 04/11/2026 23:59

Medicine - Rota Co-ordinator and Administrator

NHS AfC: Band 3

''Creating a great place to be cared for and a great place to work''

University Hospitals of Morecambe Bay has a firm commitment to strengthening the diversity of our workforce, and therefore welcome and encourage applications from likeminded people who can support our ambition to become effortlessly inclusive. We are particularly keen to hear from protected groups – including BAME, LGBT+ and people with a disability.

Job overview

The post holder will provide comprehensive administrative and rota coordination support to the Medicine Directorate, ensuring effective communication with the Operational and Directorate Leadership Teams on key workforce, rota, and service delivery matters. They will communicate relevant operational information, including sensitive or complex staffing issues such as compliance concerns, escalation of rota gaps, and mandatory training requirements. The role is responsible for processing and maintaining accurate records of annual leave, study leave, and other absences, ensuring timely communication to relevant teams to support safe staffing levels. In addition, the post holder will administer expense claims, coordinate the induction of new doctors including trainees and locums, and ensure that all onboarding requirements, such as IT and systems access, are in place. They will maintain accurate records of training, mandatory compliance, and appraisals, providing reports as required, and will develop and manage databases, trackers, and spreadsheets to support workforce planning, rota management, compliance monitoring, and the effective delivery of medical services across the Directorate.

Main duties of the job

The Trust is seeking to recruit a Band 3 Rota Coordinator and Administrator to support the Medicine Team. The post holder will be responsible for coordinating medical rotas in line with agreed work patterns and relevant workforce guidance, working closely with the Lead Rota Coordinator and Leadership Team. This is an excellent opportunity to work within a small, supportive team in a fast-paced environment, where no two days are the same and where effective rota management plays a key role in maintaining safe medical staffing and service delivery.

Working for our organisation

We operate from three main hospitals-Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises including Millom Hospital and GP Practice, Queen Victoria Hospital in Morecambe, and Ulverston Community Health Centre.

FGH and the RLI have a range of General Hospital services, with full Emergency Departments, Critical/Coronary Care units and various Consultant-led services.

WGH provides a range of General Hospital services, together with an Urgent Treatment Centre, that can help with a range of non-life threatening conditions such as broken bones and minor illnesses.

All three main hospitals provide a range of planned care including outpatients, diagnostics, therapies,daycase and inpatient surgery. In addition, a range of local outreach services and diagnostics are provided from community facilities across Morecambe Bay.

Our Community Service for adults are provided in people's homes ,community centres, clinics, GP Practices, community hospitals. Our aim is to work with people to help them remain independent , improve their health and manage their conditions through high quality care , advice and support.

Detailed job description and main responsibilities

Administrative Support for Medical Staffing

• Provide comprehensive administrative support to the Medical Staffing Manager and wider Medicine Directorate, ensuring tasks, reports, presentations, and workforce information are completed accurately and within agreed deadlines.
• Support the Operational and Directorate Leadership Teams by providing timely workforce, rota, and staffing information, escalating issues where appropriate.
• Communicate sensitive or complex information relating to medical staffing, compliance, and workforce requirements in a professional and confidential manner.
• Process and maintain records of annual leave, study leave, special leave, and other absences for medical staff, ensuring timely communication to relevant departments and stakeholders.
• Process and administer expense claims for medical staff in accordance with Trust policies and procedures.
• Coordinate induction programmes for new medical staff, including trainees, locums, and agency doctors, ensuring all onboarding requirements such as IT access and mandatory documentation are completed.
• Maintain accurate records of mandatory training, appraisal compliance, and workforce development activity, providing reports and updates as required.
• Produce and present workforce, activity, and compliance reports for operational, governance, and divisional meetings.
• Develop, maintain, and monitor databases, spreadsheets, trackers, and electronic records to support workforce planning and service delivery.
• Support the maintenance and development of Directorate shared drives, intranet pages, and workforce information resources.
• Manage and prioritise workload independently, working within Trust policies and agreed objectives.

Rota Coordination

• Coordinate and maintain medical rotas and work schedules, ensuring all shifts are covered and staffing levels are maintained to support safe patient care.
• Identify, manage, and elevate rota gaps promptly, following agreed escalation processes and guidance.
• Arrange appropriate cover for rota shortfalls, working closely with medical staff, managers, bank services, and external agencies when required.
• Liaise with locum agencies and workforce providers to secure medical cover in a cost-effective and timely manner.
• Communicate rota changes effectively and negotiate amendments to working patterns with medical staff where necessary.
• Ensure rotas, work schedules, and staffing records are accurate, up to date, and distributed to relevant teams within agreed timescales.
• Act as the first point of contact for medical staff reporting sickness and other unplanned absences, ensuring all records are maintained in line with Trust policy.
• Monitor medical staffing levels and provide regular updates regarding staffing gaps, leave, sickness, and compliance requirements.
• Continuously review and improve rota management processes, administrative systems, and working practices to enhance efficiency and service delivery.
• Attend workforce, operational, and specialty meetings, contributing to discussions on staffing, service requirements, and service improvements.

General Administrative Duties

• Order and manage stationery, office supplies, and service resources, ensuring stock levels are maintained appropriately.
• Arrange meetings, interviews, induction sessions, and workforce-related events on behalf of the Medical Staffing Manager and Leadership Team.
• Manage diaries and coordinate meetings involving senior managers, medical staff, and external stakeholders.
• Prepare agendas, take accurate minutes, and monitor follow-up actions arising from meetings.
• Maintain accurate electronic and paper records in accordance with Trust policies, information governance standards, and data protection requirements.
• Provide support with general office administration, including document management, filing, photocopying, scanning, and correspondence.
• Support and supervise administrative colleagues where required, promoting effective team working and service delivery.
• Participate in mandatory training, continuing professional development, and appraisal processes to maintain and develop knowledge and skills relevant to the role.
• Contribute to continuous improvement initiatives that support the effective delivery of medical workforce and administrative services across the Directorate.

Person specification

Qualifications

• NVQ3 in administration or equivalent experience
• GCSE in Maths and English or equivalent
• ECDL or equivalent

Experience

• Experience of working in an administrative post
• Previous NHS experience

Knowledge

• Computer literate with database and word processing packages
• Knowledge of NHS systems and processes

Skills

• Ability to work on own initiative
• Attention to detail and ability to multitask
• Ability to organise and prioritise workload

Personal Attributes

• Ability to adapt to changing workload priorities
• Be willing to undertake any training necessary for the role

PLEASE NOTE THAT SHORTLISTED APPLICANTS WILL BE CONTACTED BY EMAIL.

Internal only posts are only open to employees of UHMBT and this does not include employees of OneLSC working in our hospitals.

The Trust promotes flexible working opportunities where ever possible to enable staff to balance their work and home life. We are committed to Equal Opportunities and aim to be EffortlesslyInclusive .

The trust operates a No Smoking Policy. Only those applicants who demonstrate clearly how they meet our Person Specification will be shortlisted for Interview. We reserve the right to close a job advert early where sufficient applications have been received. The Trust does not offer interview expenses to shortlisted candidates unless indicated in the advert If the post is subject to Disclosure & Barring Service checking, there is a charge of £41.00 for Enhanced and £20.00 for Standard & Basic clearance and additional to this a £4.90 administration fee will be made to the successful candidate(s). This currently only applies to roles Band 6 and above and Medical & Dental posts.

Anyone newly appointed to the trust under the Agenda For Change contract, will be subject to the completion of a satisfactory 4 month probationary period. This will give the new staff member an opportunity to become familiar with the role and working environment.

We have introduced a new system called Pre-Onboarding, specifically to support you right the way through to your first few months in your new role with us atUHMB. This bespoke site has lots of useful information to help you settle into your new roleincluding: what to expect from the recruitment clearances process, where to get a uniform, when you'll get paid etc. As well as information on a number of our services i.e. Infection Prevention, Anti-fraud, Inclusion and Diversity, Care Certificates and much more. To access click on this link https://www.uhmb.nhs.uk/uhmbt-pre-onboarding .

Employer certification / accreditation badges

Name Sandra Whitehead Job title Rota Co-Ordinator Manager Email address [e-mail] Telephone number 01229 403970 Additional information Alternatively contact Julie Clarke [e-mail]