Rota Co-ordinator for General Surgery

Bristol NHS Foundation Trust; West of England; On-site; GBP 26,000 - 32,000; Full time

Job summary

Bristol NHS Foundation Trust is seeking an experienced Rota Coordinator to coordinate the General Surgery rota across theatre lists, clinics, and on-call services. You will work closely with management and consultants to maintain safe staffing levels and efficient workflow.

The role requires strong IT skills, accurate rota maintenance, and the ability to manage multiple teams and shifts in a fast-paced NHS environment. NHS experience and team collaboration are highly valued.

Qualifications

• Good general education including GSCE in Maths or English (or equivalent).
• Advanced keyboard and computer skills (Microsoft Office).
• Experience with Excel and Word.
• Experience in managing rotas.
• Ability to work under pressure and meet deadlines.
• Strong communication and teamwork in a multi-disciplinary environment.

Responsibilities

• Maintain accurate rota systems (Medirota, Excel, E-Rostering).
• Manage rotas for resident doctors across multiple services.
• Process annual and study leave requests to maintain staffing levels.
• Record and coordinate shift swaps and on-call coverage.
• Allocate SpRs to theatre lists and ensure adequate cover.
• Advertise/coordinate vacant shifts via Locum’s Nest and manage locum timesheets.

Skills

Organisational skills

Excel

Word

Communication skills

Teamwork

Pressure management

Customer service

Initiative

Education

GSCE Maths/English

Tools

Medirota

Job description

Job Overview

We are looking for an experienced and highly organised individual with excellent computer, administrative and communication skills to work closely with management and consultants in coordinating a robust and safe medical workforce.

The Rota Coordinator will provide administrative support for the day-to-day management of the General Surgery medical rotas, ensuring safe and appropriate staffing levels across theatre lists, clinics, ward cover and, most importantly, on-call services.

The General Surgery department currently consists of 15 F1 doctors, 20 SHO/F2 doctors and 16 Specialty Registrars (SpRs), alongside ACP cover. The General Surgery rota encompasses resident doctors working across Colorectal, Upper GI, Vascular, Transplant and Breast services. The successful candidate will therefore be responsible for coordinating a large and complex workforce across multiple specialties and service areas.

Main duties of the job

• Maintain accurate and up-to-date rota systems, including Medirota, Excel spreadsheets and E-Rostering.
• Take responsibility for maintaining accurate and comprehensive rotas for resident doctors across Upper GI, Colorectal, Vascular, Transplant and Breast services.
• Process annual leave and study leave requests in a timely manner, ensuring appropriate and safe staffing levels are maintained.
• Process and record shift swaps through Medirota and Excel, ensuring all changes are accurately reflected on the relevant rotas.
• Allocate SpRs to theatre lists and ensure appropriate resident doctor cover is in place to support each theatre list.
• Advertise and coordinate vacant shifts through Locum’s Nest, ensuring appropriate on-call and other essential service cover is maintained.
• Monitor and ensure locum timesheets are reviewed and signed off within the required timescales.

Working for our organisation

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations, operating from three main sites at Southmead, Bristol city centre and Weston.

With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer.

Bristol NHS Foundation Trust values all people as individuals. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Detailed Job Description And Main Responsibilities

For more detail on the Rota Coordinator remit, please see the job description and person specification.

Person specification

Essential criteria

• Good general education including GSCE in Maths or English (or equivalent)
• Advanced keyboard and computer skills (Microsoft office)
• Previous experience with using Excel and Word
• Previous experience in managing rotas
• Experience of working under pressure
• Experience of working as part of a team in a multi-disciplinary environment
• Excellent written/verbal communication skills
• Excellent customer care skills
• Ability to work using own initiative with excellent organisational skills and meticulous attention to detail
• The ability to work under pressure, within a stressful environment, prioritise own workload and work to tight deadlines
• Ability to exercise judgement and take responsibility for actions
• Able to promote good working relationships amongst team, colleagues and clinical staff
• Willingness and ability to learn new IT skills and technology
• Confident and sympathetic when dealing with patients/staff
• Ability to be calm and professional when working under pressure
• Confident and sympathetic when dealing with patients/staff

Desirable criteria

• Patient Administration System (PAS) training
• Experience of supervising a team
• Experience of working in the NHS or similar organisation

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

• As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.
• The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
• BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
• To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
• If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Important

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.