Rota Coordinator

Brownlow Health; Liverpool; Hybrid; GBP 26,000 - 27,000; Full time

Job summary

Brownlow Health seeks a Rota Coordinator to manage clinical rotas across six sites, ensuring staffing plans align with service needs. You will update EMIS and PACO Connect, handle annual and study leave, and adapt clinics for staffing changes on short- and long-term horizons.

The role requires accuracy, organisation, and the ability to work with clinical and management teams to support a busy primary care network.

Qualifications

• Experience in admin roles with strong organisational skills.
• Accurate data entry and attendance to deadlines.
• Good English grammar and spelling.
• Experience in a healthcare setting preferred.

Responsibilities

• Prepare, maintain and update clinical rotas in line with policy and service requirements.
• Reflect current staffing arrangements across rotas and schedules.
• Process annual leave, study leave, and other approved leave requests.
• Maintain EMIS appointment books and templates to reflect rotas and staffing.
• Coordinate rota requirements with clinical leads and service providers.

Skills

People skills

Independent work

Time management

Attention to detail

Education

GCSE level education

Admin/IT qualifications

Tools

Microsoft Office

EMIS

PACO Connect

TeamNet

Job description

The postholder will beresponsible for working within a friendly team of four, efficiently andeffectively managing the clinical rotas for Brownlow Group Practice. They willwork closely with clinical and management teams to maintain the core clinicalrota, ensuring all job plan changes, new starters, and staffing updates areaccurately reflected. The role will also involve updating the clinicalappointment book (EMIS and PACO Connect) and adapting clinics to accommodateannual leave, study leave, and other staffing changes on both a short- andlong-term basis.

Thisis a busy and demanding role that requires a high level of accuracy,organisation, and attention to detail across all aspects of work. Thepostholder will support the management of rotas for more than 140 clinicalstaff across six sites, including Doctors, Nurses, Clinical Support Workers,Medical Students, Registrars, and other clinical roles working within thePrimary Care Network (PCN).

Main duties of the job

The following are the core responsibilities of the RotaCoordinator. There may, on occasion, be a requirement to undertake additionalduties, depending on workload, staffing levels and service needs.

In accordance with Practice policies, procedures and guidelines,the postholder will be responsible for

Clinical Scheduling and Rota Management

Prepare, maintain and update clinical rotas inaccordance with Practice policies and service requirements, ensuring rotas areproduced accurately and up to 8 weeks in advance.

Ensure that all Brownlow Group Practiceclinical rotas are accurately maintained and reflect current staffingarrangements, to ensure contractable obligations are met.

Process and record annual leave, study leaveand other approved leave requests from clinicians in accordance with Practicepolicy, escalating queries or exceptional requests to the Access Lead orrelevant clinical lead where appropriate.

Ensure all leave, workforce changes, job planamendments and staff scheduling information are accurately maintained acrossclinical rotas and spreadsheets, as well as associated systems, including EMIS,PACO Connect and TeamNet.

Identify potential rota gaps, staffingpressures and service risks in advance and elevate these to the Access Leadwhere appropriate.

Liaise with clinical leads and serviceproviders to coordinate rota requirements, capacity planning and roomutilisation.

About us

Brownlow is proud to be an exceptional employer, offeringstrong support for staff wellbeing through a dedicated wellbeing team and awide range of benefits and incentives. These include protected study leave witha financial allowance and a comprehensive six-month mentorship and inductionprogramme.

We are committed to equality, diversity, and inclusion,and aim for our workforce to reflect the diverse community we serve. Weactively encourage applications from individuals who identify as havingprotected characteristics, particularly those with linguistic diversity,members of the LGBTQ+ community, people from Black, minority ethnic or minorityfaith backgrounds, and those who are disabled and/or neurodiverse. We recognisethat structural and systemic barriers may discourage some groups from applying,and we welcome feedback on any such barriers so we can work to address them.

Extended access sessions will form part of yourcontracted hours. If you are successful at interview and are registered withany Brownlow practice, you will be required to change practices as a conditionof employment.

Job responsibilities

The following are the core responsibilities of the RotaCoordinator. There may, on occasion, be a requirement to undertake additionalduties, depending on workload, staffing levels and service needs.

In accordance with Practice policies, procedures and guidelines,the postholder will be responsible for

Clinical Scheduling and Rota Management

Prepare, maintain and update clinical rotas inaccordance with Practice policies and service requirements, ensuring rotas areproduced accurately and up to 8 weeks in advance.

Ensure that all Brownlow Group Practiceclinical rotas are accurately maintained and reflect current staffingarrangements, to ensure contractable obligations are met.

Process and record annual leave, study leaveand other approved leave requests from clinicians in accordance with Practicepolicy, escalating queries or exceptional requests to the Access Lead orrelevant clinical lead where appropriate.

Ensure all leave, workforce changes, job planamendments and staff scheduling information are accurately maintained acrossclinical rotas and spreadsheets, as well as associated systems, including EMIS,PACO Connect and TeamNet.

Identify potential rota gaps, staffingpressures and service risks in advance and elevate these to the Access Leadwhere appropriate.

Liaise with clinical leads and serviceproviders to coordinate rota requirements, capacity planning and roomutilisation.

Arrange clinical sessions with locums, whererequired, in accordance with agreed Practice processes and servicerequirements.

Manage on-the-day rota changes, includingsickness and emergency leave, taking appropriate action to maintain safe andeffective access services and escalating issues where adequate cover cannot besecured.

Maintain and update EMIS appointment books andtemplates to ensure clinics accurately reflect agreed rotas, staffingarrangements, job plans and service requirements.

Communicate rota arrangements, staffingchanges, capacity concerns and operational risks to relevant staff and theAccess Lead in a timely manner.

Communication and Relationships

Liaise appropriately with Practice staff, thePrimary Health Care Team, clinical leads, other NHS organisations and externalagencies in relation to rota and scheduling matters.

Communicate sensitively and effectively withstaff and, where appropriate, patients and carers.

Participate in relevant meetings and provideaccurate operational information relating to rota and scheduling matters.

Team Working

Understand and work within theresponsibilities and scope of the Rota Coordinator role.

Work effectively as part of the Rota Team andwider Practice team, supporting colleagues in a flexible, approachable andprofessional manner.

Work collaboratively with the Access Lead andother members of the Access Team to support effective service delivery.

Quality, Governance and Compliance

Ensure that information entered into Practicesystems is accurate, timely and appropriately maintained.

Maintain confidentiality and comply with therequirements of data protection, information governance and Practice policies.

Follow Practice policies and proceduresrelating to health and safety, security, confidentiality and service delivery.

Participate in quality improvement activitiesrelevant to the rota and scheduling function, including identifyingopportunities to improve accuracy, efficiency and effectiveness.

Contribute to investigations, significantevent reviews, complaints processes and other governance activities whererelevant to the role.

Training, Learning and Development

Participate in appraisal, supervision,mandatory training and other learning and development activities required forthe role.

Maintain and develop knowledge and competencein the systems and processes required to undertake the role effectively.

Support the induction of new staff, studentsand other attached professionals where appropriate.

Provide training and practical support tocolleagues in relation to rota and scheduling processes within the scope of therole.

Person Specification

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Initiative and judgement (knowing when to ask for help)
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Qualifications

• Good general computer skills, including the ability to use Microsoft Office.
• A sound general education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications.
• Evidence of excellent administration and organizational skills with the ability to manage time effectively to meet deadlines.
• Previous experience that demonstrates good attention to detail.
• An excellent standard of grammar and spelling in the English language

Skills

• A friendly and approachable manner, with good people skills, showing understanding, care, and assertiveness when appropriate
• The ability to work independently and use initiative.
• The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales
• The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing.
• The ability to manage conflict calmly and positively and adhere to procedures under pressure.
• A conscientious approach and commitment to working in an adaptable and flexible manner.
• The ability to work effectively when busy and multi-task when required.
• The ability to deal with personal information sensitively and respect people's right to confidentiality
• The ability to cope with occasional exposure to challenging behavior, distressing circumstances, or emotional events
• The ability to work positively as a member of a busy team.
• The ability to give good and regular attendance.
• Demonstrate your competence in the English language. Assessed at interview/ Certificate of English proficiency

Other Requirements

• Flexibility to work outside of core office hours
• Always maintain confidentiality
• Experience of working in a healthcare setting.
• Training or qualifications in administration, IT, or other related areas.
• Experience in an administrative role.

Experience

• Training or qualifications in administration, IT, or other related areas
• Experience of administrative duties
• Experience of working in a healthcare setting

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.

£25,760 to £27,476 a yearwith possible progression to Band 4 (£28,392) after 2 years.