Rota Administrator

Practice Plus Group Holdings Limited; Dorking; On-site; GBP 26,000 - 34,000; Full time

Job summary

Practice Plus Group Holdings Limited, a UK healthcare provider, is seeking a Workforce Planning Rota Administrator to fill and maintain rotas for Out of Hours and Clinical Assessment Services in Surrey. You will coordinate shift cover, monitor rota completeness and support payroll data within RotaMaster.

Strong organisational, communication and Microsoft Office skills are required, with experience in rota management and escalation procedures.

Qualifications

• Experience in healthcare environment with strong administrative background.
• Excellent organisational and workload management skills.
• Strong communication and interpersonal abilities.
• Calm, resilient and professional with flexibility to changing priorities.
• Experience using RotaMaster to maintain workforce information.

Responsibilities

• Accurately fill and maintain rotas, ensuring shifts are covered efficiently, produced within agreed timescales and made available on relevant platforms.
• Monitor rota coverage by issuing shift reminders and responding to cancellations, no-shows and late arrivals; fill vacant shifts at short notice.
• Escalate anticipated rota fill risks to the Workforce Planning Regional Rota Lead.
• Build and maintain positive relationships with staff to support engagement and shift coverage.
• Maintain accurate workforce records within RotaMaster, including payroll-related rota information, sickness and annual leave records.
• Produce rota reports and workforce data; support meetings, projects and continuous improvements in workforce planning.

Tools

RotaMaster

Excel

Word

PowerPoint

Job description

The Workforce Planning Rota Administrator is responsible for producing, filling and maintaining rotas for Out of Hours and Clinical Assessment Services within their designated area, ensuring shifts are resourced accurately and service delivery is supported at all times. Working closely with Workforce Planning Regional Rota Leads, the post holder will proactively manage rota gaps, coordinate shift cover, maintain accurate workforce records and support the effective operation of workforce planning activities. The role requires strong organisational and communication skills to build positive relationships with personnel, respond to changing service demands and assist with rota cover across the wider region when required. The Workforce Planning Rota Administrator will also maintain accurate data within RotaMaster, support payroll processes, produce reports, monitor workforce trends and contribute to projects and continuous improvements that enhance workforce planning efficiency and resilience. This is a full time role within our Surrey service, weekly working pattern to be discussed with Hiring Team.Main duties of the job Accurately fill and maintain rotas, ensuring shifts are covered efficiently, produced within agreed timescales and made available on the relevant platforms. Monitor rota coverage by issuing shift reminders, responding to cancellations, no-shows and late arrivals, and taking proactive action to fill vacant shifts at short notice. Escalate any anticipated rota fill risks to the Workforce Planning Regional Rota Lead in line with escalation procedures, helping to maintain safe and effective service delivery. Build and maintain positive relationships with staff and workers to support workforce engagement and maximise the ability to fill shifts when operational demands arise. Maintain accurate workforce records within RotaMaster, including payroll-related rota information, sickness and annual leave records, ensuring data integrity and compliance. Produce rota reports, workforce data and trend analysis as required by management, while supporting meetings, projects and continuous service improvements across the workforce planning function.

• Experience working within a healthcare environment, supported by a strong administrative background and an understanding of rota management and escalation procedures.
• Practical experience of using RotaMaster to maintain accurate workforce information, support rota coordination and ensure data integrity.
• Excellent organisational and workload management skills, with the ability to prioritise effectively and manage multiple tasks in a fast-paced and constantly changing environment.
• A calm, resilient and professional approach, with the flexibility and adaptability to respond positively to changing priorities and operational demands.
• Strong communication and interpersonal skills, enabling effective collaboration with multidisciplinary teams and stakeholders at all levels.
• Proficient in Microsoft Office applications, including Excel, Word and PowerPoint, with the ability to analyse information, produce reports and support administrative processes to a high standard.