Rota & Meetings Co-Ordinator

Safecare Network Ltd; Scunthorpe; On-site; GBP 21,000 - 27,000; Full time

Job summary

Safecare Network Ltd is seeking a highly organised Rota & Meetings Coordinator to join our GP Federation. You will provide administrative support, coordinate staff rotas across services, and arrange governance meetings to support clinical delivery.

The role requires meticulous attention to detail, the ability to manage competing priorities, and strong communication with clinicians and managers. Experience in healthcare settings is valued.

Qualifications

• GCSE English & Maths at least grade A–C.
• NVQ Level 2 in Health and Social Care or equivalent.
• Business Administration qualification or equivalent experience.
• Evidence of ongoing professional development.
• Experience in administrative roles.
• Experience coordinating staff rotas or workforce scheduling.
• Experience organizing meetings and taking minutes.
• Experience working in NHS/GP settings and supporting governance meetings.

Responsibilities

• Provide administrative, rota coordination and governance support.
• Plan, maintain and administer rotas to ensure staffing coverage.
• Coordinate internal and external meetings: book venues/virtual, agendas, papers and minutes.
• Liaise with clinicians, managers and external stakeholders to support delivery of services.
• Monitor actions from meetings and provide progress updates.
• Maintain records and support governance processes across Safecare Network services.

Skills

Organisational skills

Communication skills

Rotas coordination

Meeting coordination

Independent working

Attention to detail

Education

GCSE English & Maths A–C

NVQ Level 2 in Health & Social Care

Business Administration qualification

Evidence of ongoing professional development

Experience in administrative role

Experience coordinating rotas

Experience organizing meetings and taking minutes

Experience in NHS/GP settings

Governance/committee meetings support

Tools

MS Office

Calendar management tools

Job description

We are recruiting a Rota and Meetings Co-Ordinator.

We are looking to recruit a highly organised and motivated Rota & Meetings Coordinator to join our growing team. This is an exciting opportunity for an experienced administrator with excellent organisational skills and a talent for coordinating complex schedules and meetings.

Main duties of the job

We are looking for someone who:

Has excellent organisational and communication skills.

Has experience coordinating rotas and organising meetings.

Can work independently and manage competing priorities.

Demonstrates professionalism, attention to detail, and a commitment to high-quality service delivery.

Equality and Diversity

Safecare Network is committed to promoting equality, diversity, and inclusion. Applications are welcomed from all suitably qualified individuals regardless of age, disability, gender identity, marriage and civil partnership status, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

DBS Requirement

This post may require a Disclosure and Barring Service (DBS) check appropriate to the level of responsibility associated with the role.

About us

Safecare Network is a successful GP Federation supporting all 17 GP practices across North Lincolnshire, delivering innovative healthcare services to approximately 185,000 patients.

Job responsibilities

Job Description

The Rota & Meetings Coordinator will provide high-quality administrative, rota coordination, and governance support across Safecare Network services. The post holder will be responsible for the effective planning, maintenance, and administration of clinical and non-clinical rotas, ensuring services are appropriately staffed and operational requirements are met.

The role will also coordinate meetings across the organisation, including arranging schedules, preparing agendas, recording accurate minutes, and monitoring actions. The post holder will work closely with clinicians, managers, and external stakeholders to support the efficient delivery of services and organisational objectives.

Key Duties and Responsibilities

Rota Coordination

Coordinate and maintain clinical and non-clinical staff rotas across multiple services.

Ensure rotas are accurate, up to date, and communicated to relevant stakeholders in a timely manner.

Process annual leave requests, study leave, sickness absence, and other workforce changes.

Monitor rota gaps and escalation staffing concerns appropriately.

Liaise with clinicians, managers, and service leads to ensure adequate service coverage.

Support workforce planning through the preparation of rota reports and workforce data.

Maintain rota systems and records in line with organisational procedures.

Meeting Administration

Coordinate internal and external meetings, including booking venues, arranging virtual meetings, and managing attendance.

Prepare and distribute meeting agendas, papers, and supporting documentation.

Attend meetings as required and produce accurate minutes and action logs.

Monitor actions arising from meetings and provide progress updates when required.

Support organisational governance processes through effective administration and record keeping.

Qualifications

• GCSE grade A to C in English and Maths
• Qualified to NVQ level 2 in Health and Social Care
• Business Administration qualification or equivalent experience
• Evidence of ongoing professional development
• Experience of working in an administrative role
• Experience coordinating staff rotas or workforce scheduling
• Experience organising meetings and taking formal minutes
• Experience managing multiple priorities and deadlines
• Experience working within healthcare NHS, primary care or GP services
• Experience of supporting governance and committee meetings

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.