Rota Coordinator

Bristol NHS Foundation Trust; West of England; On-site; GBP 22,000 - 32,000; Full time

Job summary

Bristol NHS Foundation Trust is seeking an organised administrator to manage rota coordination, annual leave, and sickness across clinical teams at your site.

You will work with Clinical and administrative colleagues, using Microsoft Office and hospital systems, while maintaining high standards of confidentiality and teamwork.

Qualifications

• GCSE English and Maths at grade C or above (or equivalent).
• Business and Administration Level 3 NVQ or equivalent experience.
• Experience in NHS Admin or clerical environment is desirable.

Responsibilities

• Coordinate rota scheduling for clinical teams; manage annual leave and sickness.
• Support administrative tasks across hospital departments.
• Utilise hospital information systems and maintain confidentiality.

Skills

Decision making

Work under pressure

Microsoft Office

Communication skills

Team player

Adaptability

Confidentiality

Initiative

Multidisciplinary teamwork

Education

GCSE English & Maths

Business Admin Level 3

Tools

Excel

PowerPoint

Access

Word

Job description

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1 st July 2026 to become Bristol NHS Foundation Trust. This will create an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people.

Bristol NHS Foundation Trust recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust. Our job adverts may close as soon as sufficient applications have been received.

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

Job overview

You will need a flexible, proactive, and thorough approach and be able to quickly form and maintain good working relationships with colleagues in different staff groups and at all grades.

You should have the ability to think calmly and logically under pressure, have excellent interpersonal and communication skills, and have a positive attitude to maintaining high standards at all times.

You will be quick to learn, be able to work as part of a team, and possess the ability to work unsupervised using your own initiative.

Main duties of the job

This is a critical role within the Bristol Dental Hospital. The post holder will work closely with Clinical teams and the administration departments within the Bristol Dental Hospital to manage all aspects of rota coordination, annual leave and sickness across the clinical teams.

Ideally applicants will have experience with Rota work and an understanding of the working time directive.

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,operatingfrom three main sites at Southmead, Bristol citycentreand 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 theSouth Westhas 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 retaina workforce whichrepresentsthe 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 a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.

Person specification

Qualifications and Training

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
• Business and Administration Level 3 NVQ or equivalent experience

Knowledge and Experience

• Previous experience in an admin/service environment
• Experience of dealing with the public, both on the telephone and in person
• Experience of working in NHS Admin & Clerical departments/or similar
• Comprehensive knowledge of hospital information systems or similar logistical planning software
• Understanding of the European Working Time Directive and 2016 Terms and Conditions
• Experience of working within Human Resources Medical Staffing in the NHS

Skills and Abilities

• Proven ability to make decisions as well as use own initiative
• Ability to be flexible and adaptable to work demands
• Ability to work under pressure
• Ability to adjust to change and motivate/lead others through change
• Excellent communication and interpersonal skills with strong ability in the Microsoft office package software (Excel, PowerPoint, Access and word)
• Proven ability to meet deadlines and work under pressure
• Understanding of the critical importance of confidentiality
• Self-motivator
• Creative and imaginative in approach
• Ability to be discreet and diplomatic
• Willingness to learn new systems
• Willingness to interact within a multidisciplinary team
• Committed to own professional development

Aptitudes, Behaviours and Values

• A pride in the quality and accuracy of your work and attention to detail
• Co-operative, helpful and flexible attitude to work
• Genuine interest in the structure and work of the Trust
• Willingness to undertake training and develop additional skills
• Forward thinking, innovative and proactive approach to work
• Remain calm in stressful situations with strong resilience

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 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.

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.

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.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date.

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.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.