Rota Coordinator and Patient Access Administrator

University Hospitals Sussex NHS Foundation Trust; Hove; On-site; GBP 20,000 - 30,000; Full time

Job summary

A leading healthcare organization seeks an enthusiastic Rota Co-ordinator to manage the rota for medical staff at Royal Alexandra Children's Hospital. Responsibilities include maintaining an accurate electronic rota, ensuring compliance with patient access policies and supporting the management of waiting lists. The ideal candidate has administrative experience, NVQ Level 3 or equivalent, and strong IT skills. This role does not meet visa sponsorship criteria.

Qualifications

• Essential experience in administrative systems.
• Familiarity with electronic rostering systems is a plus.
• Championing diversity in previous roles.

Responsibilities

• Maintain the electronic rota for medical staff.
• Ensure full on-call rota cover and review processes.
• Support the Directorate team regarding patient access.

Skills

Organizational skills

IT skills

Communication skills

Education

NVQ Level 3 or Diploma

GCSE English and Maths

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

Job overview

An exciting opportunity has arisen for to work within the Patient Access Team, based at the Royal Alexandra Children’s Hospital in Brighton.

We are seeking a capable and enthusiastic person to work in conjunction with the other Rota Co‑ordinator to ensure the maintenance of a high-quality, effective and flexible centralised electronic rota for medical staff across sites ensuring efficient functioning of the Directorate medical cover.

The successful candidate will ensure full on‑call rota cover, escalates any uncovered shifts, and reviews the rotas and processes on an ongoing basis. You will use monitoring systems for the collection, recording and use of annual, sickness, educational and professional leave for medical staff. You will also be involved in training and development on the rota and co‑ordinating the cancellation of clinical duties / organising locum cover.

You will work in close collaboration with consultants, nursing staff and the operational management team to support the management of the outpatient waiting lists and recording of activity for the service. Working closely with the Patient Access Manager you will ensure compliance with BSUH Trust Patient Access Policy and 18‑week referral to treatment and cancer waiting time targets.

Excellent organisational and solid IT skills are essential to ensure the rota for medical staff is up to date, accurate and disseminated electronically.

Main duties of the job

The post holder will be accountable for the maintenance of high‑quality, effective and flexible centralised electronic rota for medical and ANNP staff across Royal Alexandra Children’s Hospital & Princess Royal Hospital, working to ensure efficient functioning of the Directorate medical cover.

To support the Directorate team with roles relating to patient access across all departments and wards including supporting the 18 week RTT (referral to treatment) targets.

Provide technical support for rota management and engage in discussions regarding improvements and amendments.

To ensure the rota for medical staff is up to date, accurate and disseminated electronically and review the rotas and processes on an ongoing basis. To establish systems for ease of access and planning.

To ensure full on‑call rota cover, escalating any uncovered shifts. Set up systems as early warning signals where cover not provided and to ensure monitoring of fair internal cover in times of absence and offer advice and support to consultants on the production of the rota.

To use monitoring systems for the collection, recording and use of annual, sickness, educational and professional leave for medical staff.

Support the induction process for new staff members, ensuring they understand rota systems and scheduling expectations.

Working for our organisation

At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.

Person specification

Essential criteria

• NVQ Level 3 or Diploma or equivalent experience demonstrated in a similar post
• GCSE English and Maths
• Extensive and demonstrable knowledge and experience of the full range of administrative systems, IT software programmes to include all Microsoft application (word, excel, access, email).

Desirable criteria

• Experience of electronic rostering systems.
• Experience of working in the NHS in administrative or clerical roles.

Equality, Diversity and Inclusion - Essential criteria

• Evidence of having championed diversity in previous roles.
• Evidence of having undertaken own development to improve understanding of equalities issues.

Important information for applicants

This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered.

A Note on AI Use in Applications

We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation. Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.

Closing adverts early & flexible working

In the event of exceptional interest, we may close adverts earlier than specified. Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.

If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting / line manager.

DBS Checks

As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.

Skilled Worker Visa

Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.

UHSussex reserves the right to close the role early if we receive a high volume of applications.