Rota & Workforce Planning Lead

Nimbuscare Ltd; York and North Yorkshire; On-site; GBP 29,000 - 30,000; Full time

Job summary

Nimbuscare Ltd. in York is seeking an experienced Lead Workforce Rota Coordinator to oversee rota coordination across multiple services. You will lead workforce planning, ensure safe staffing, manage rota escalations and support improvements to rota processes and systems.

The role requires strong leadership, organisational and communication skills, with an autonomous approach in a fast-paced environment. Nimbuscare is a not-for-profit organisation based in York, serving a wider footprint.

Qualifications

• Minimum of 2 years experience in a similar role.
• Minimum of 2 years line management experience.
• Experience leading or supervising staff in a fast-paced environment.
• Excellent organisational skills with ability to prioritise and multitask effectively.
• Excellent written and verbal communication skills.

Responsibilities

• Provide day-to-day leadership and line management to the rota coordination team, including supervision, support, training and performance management.
• Conduct regular 1:1 meetings, appraisals and development reviews with direct reports.
• Promote a positive, collaborative and high-performing team culture.
• Allocate workload across the team to ensure rota queries and operational demands are managed effectively.
• Act as an escalation point for complex rota issues, staffing concerns and service pressures.
• Lead on the continuous review and improvement of rota processes, systems and ways of working.
• Develop, maintain and coordinate comprehensive rota schedules, proactively ensuring all clinical rotas across Nimbuscare services are resourced to required staffing levels.
• Ensure rotas reflect planned service delivery, skill mix requirements and clinical safety standards.
• Monitor workforce capacity and identify staffing gaps, responding to planned and unplanned absences to maintain service continuity.
• Act as the lead point of contact for all clinical rota matters.
• Build and maintain effective working relationships with clinicians, operational teams and external staffing agencies.
• Utilise and oversee the effective use of the clinical rota system (RotaMaster), supporting staff with setup, shift booking and system queries.
• Ensure rota systems are updated daily to accurately reflect hours worked and support payroll processes.
• Produce and analyse rota and workforce reports, identifying trends, risks and opportunities for improvement.
• Ensure all payroll-related rota tasks are completed accurately and within agreed timescales.
• Work collaboratively with the HR and Finance teams to resolve payroll discrepancies and staffing queries.
• Maintain accurate records relating to sickness absence, annual leave and staffing activity.
• Participate in audit preparation and provide workforce information as required.
• Identify opportunities to improve rota efficiency, workforce utilisation and staff experience.
• Support the implementation of new systems and processes to optimise service quality and operational effectiveness.

Skills

Workforce planning

RotaMaster

Leadership

Line management

IT: Outlook/Word/Excel

Education

A Level / Level 3 or equivalent

Tools

RotaMaster

SystmOne

Outlook

Word

Excel

Job description

Nimbuscare Ltd. in York is seeking an experienced Lead Workforce Rota Coordinator to oversee rota coordination across multiple services. You will lead workforce planning, ensure safe staffing, manage rota escalations and support improvements to rota processes and systems.

The role requires strong leadership, organisational and communication skills, with an autonomous approach in a fast-paced environment. Nimbuscare is a not-for-profit organisation based in York, serving a wider footprint.