Rota Administrator

The Methodist Church in Britain; Newsham; On-site; GBP 17,000 - 22,000; Part time

Job summary

Practice Plus Group is seeking a part-time Rota Administrator to join its Workforce Planning team for the Surrey service, handling Out of Hours and Clinical Assessment Services. The role focuses on building and filling rotas, monitoring coverage, and keeping workforce records accurate in RotaMaster.

You will produce rota reports and trend analyses, support payroll processes, and assist with regional rota cover as needed. A healthcare background and strong administrative skills are essential.

Qualifications

• Experience working within a healthcare environment.
• Strong administrative background.
• Understanding of rota management and escalation procedures.
• Practical experience using RotaMaster to maintain workforce information.

Responsibilities

• Fill and maintain rotas so shifts are covered and published within agreed timescales on the relevant platforms.
• Monitor rota coverage, issue shift reminders and respond to cancellations, no-shows and late arrivals.
• Take proactive action to fill vacant shifts at short notice.
• Escalate anticipated rota fill risks to the Workforce Planning Regional Rota Lead.
• Build and maintain relationships with staff and workers to support engagement and shift filling.
• Maintain accurate workforce records in RotaMaster, including payroll-related rota information, sickness and annual leave.
• Produce rota reports, workforce data and trend analysis as management requires.
• Support payroll processes.
• Help with rota cover across the wider region when required.
• Support meetings, projects and continuous improvement in workforce planning.

Skills

Organisational skills

Workload management

Prioritisation

Communication skills

MS Office (Excel/Word/PowerPoint)

Data analysis & reporting

Tools

RotaMaster

Job description

Practice Plus Group is recruiting a part-time Rota Administrator in its Workforce Planning team for the Surrey service, covering Out of Hours and Clinical Assessment Services. The work centres on building and filling rotas, chasing shift gaps and cancellations, and keeping workforce records accurate in RotaMaster. The post also involves rota reports, trend analysis and some help with cover across the wider region, with the weekly pattern still to be agreed. Healthcare experience, practical RotaMaster use and a satisfactory DBS check are needed.

What the job involves

• Fill and maintain rotas so shifts are covered and published within agreed timescales on the relevant platforms
• Monitor rota coverage, issue shift reminders and respond to cancellations, no-shows and late arrivals
• Take proactive action to fill vacant shifts at short notice
• Escalate anticipated rota fill risks to the Workforce Planning Regional Rota Lead
• Build and maintain relationships with staff and workers to support engagement and shift filling
• Maintain accurate workforce records in RotaMaster, including payroll-related rota information, sickness and annual leave
• Produce rota reports, workforce data and trend analysis as management requires
• Support payroll processes
• Help with rota cover across the wider region when required
• Support meetings, projects and continuous improvement in workforce planning

Experience

• Experience working within a healthcare environment
• Strong administrative background
• Understanding of rota management and escalation procedures
• Practical experience of using RotaMaster to maintain workforce information

Skills & knowledge

• Excellent organisational and workload management skills
• Ability to prioritise across multiple tasks in a fast-paced, changing environment
• Strong communication and interpersonal skills
• Proficiency in Microsoft Excel, Word and PowerPoint, including analysing information and producing reports
• Calm, resilient and adaptable approach

Checks & eligibility

• DBS check
• Satisfactory references