Rota Administrator

NHS; Birmingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A public health service organization in Birmingham is seeking a Rota Coordinator to manage the medical and support services rota. Key responsibilities include ensuring adequate staffing, updating rotas daily, and maintaining service delivery. The ideal candidate will have excellent communication skills, experience with rota management software, and the ability to work in a fast-paced environment. This role offers a chance to work closely with clinical and support teams to improve operational efficiency.

Qualifications

• Proficiency in rota management software.
• Experience in coordinating medical staffing.
• Structured and methodical working style.

Responsibilities

• Work with the rota system to reflect service needs.
• Ensure rotas are updated daily and published at least 8 weeks in advance.
• Develop close working relationships with clinical staff.
• Manage processes for recording annual, sick, study, and professional leave.

Skills

Excellent communication and influencing skills

Ability to prioritize own workload

Ability to work to deadlines

Setting up rotas

Coordinating/ managing rotas

IT experience with common software

Education

A level and above, including GCSE Maths and English

Tools

Rota Master

Job description

The key aspectsof the role will be to support the Rota Team Manager and the Badger clinicaland non-clinical workforce. The keyelement of the role will be the co-ordination of the medical and supportservices rota on Rota Master (rota system) to ensure an effective rota isdelivered.

The post holderwill work closely with clinicians and support staff to ensure adequate staffinglevels are maintained and the services are not adversely impacted.

Additionally,the post holder will be involved in forward planning of services, and the aimof the role is to implement, embed and maintain processes and controlprocedures to ensure that leave arrangements, rotas and staffing areeffectively managed.

Main duties of the job

Work with the rota system to ensure that rotas reflect the needs of theservice.

Work across the week, including some weekend working.

Develop close working relationships with clinical and other staff groupsto support service delivery.

Develop and establish the rota rules and requirements.

Proactively ensure that rotas are filled with appropriate staff cover,identifying and mitigating risks, including escalation.

Manage processes for capturing and recording annual, sick, study andprofessional leave.

Ensure rotas are updated daily and published and produced, a minimum of8 weeks in advance.

Attend weekly meetings with management team to ensure effective staffcover for shifts

Be the main point of feedback regarding the rotas.

Link with the training placements colleagues and be alert to any changeswith training requirements on the rotas.

Set up and liaise with new joiners to support and embed inductionprocesses.

Be the point of contact for colleagues when requesting leave or changes.

Report rota changes to relevant teams or departments such as TeamLeaders, HR, Finance.

Have a proactive approach to continuous improvement assisting in teamprojects.

Any other duties commensurate with the grade

About us

Birminghamand District GP Emergency Room (Badger) Ltd is a not-for-profit socialenterprise healthcare co-operative which includes, as part of its group ofcompanies, Badger Medical Ltd, Badger Healthcare Ltd and Sett SupportPartnership plc. Badger consists of Board Leadership; Clinical; Finance;Workforce & HR; Quality & Performance; Operations; IT and BusinessDevelopment departments.

Badger wasestablished in 1996 by local doctors who joined together to initially providean improved out-of-hours service for their patients. Today Badger has opted-inGP members in 60+ practices and provides 24/7 message handling, urgent primarycare and GP out of hours service to a patient base of 1.3 million. We run theUrgent Treatment Services at Solihull and Erdington Stockland Green, with faceto face and 24/7 remote clinical assessment services operating from Bourne Roadin Aston. Our head offices are at Glover Street, near the city centre. Badger was recognised with an Outstanding rating following our CareQuality Commission (CQC) inspection in March 2024.

Job responsibilities

Work with the rota system to ensure that rotas reflect the needs of theservice.

Work across the week, including some weekend working.

Develop close working relationships with clinical and other staff groupsto support service delivery.

Develop and establish the rota rules and requirements.

Proactively ensure that rotas are filled with appropriate staff cover,identifying and mitigating risks, including escalation.

Manage processes for capturing and recording annual, sick, study andprofessional leave.

Ensure rotas are updated daily and published and produced, a minimum of8 weeks in advance.

Attend weekly meetings with management team to ensure effective staffcover for shifts

Be the main point of feedback regarding the rotas.

Link with the training placements colleagues and be alert to any changeswith training requirements on the rotas.

Set up and liaise with new joiners to support and embed inductionprocesses.

Be the point of contact for colleagues when requesting leave or changes.

Report rota changes to relevant teams or departments such as TeamLeaders, HR, Finance.

Have a proactive approach to continuous improvement assisting in teamprojects.

Any other duties commensurate with the grade

Person Specification

Qualifications

• A level and above, including GCSE Maths and English

Experience

• IT experience, including use of all common software, including rota management software
• Excellent communication and influencing skills.
• Ability to work to take responsibility for results/impacts of work
• Ability to prioritise own workload
• Ability to work to tight deadlines and fluctuating workloads.
• Ability to work in a structured and methodical manner.
• Setting up rotas
• Co‑ordinating/ managing rotas and staffing experience or equivalent
• Medical staffing experience
• Use of Rota Master

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.