Senior Rota Officer, Medical Workforce

NHS; Coventry; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading healthcare provider in Coventry seeks a Senior Rota Officer to support the assurance and compliance of the Medical Workforce. This role involves generating reports on rota design, ensuring compliance with medical terms, and providing administrative support for the Medical Workforce Team. Ideal candidates have strong customer service skills and knowledge of Microsoft Office. Prior experience in NHS staffing is beneficial but not mandatory. Full training will be provided for the right candidate.

Benefits

Flexible working

Compressed hours

Learning and development opportunities

Qualifications

• Previous experience in an NHS medical workforce/staffing role is desirable but not essential.
• Ability to work in a busy environment with ever changing priorities and deadlines.

Responsibilities

• Support assurance and compliance of the Trust's Medical Workforce.
• Generate and distribute reports relating to rota design and compliance.
• Ensure all rotas comply with medical terms and conditions.

Skills

Excellent customer service skills

Excellent working knowledge of Microsoft Office

Job description

Go back University Hospitals Coventry and Warwickshire NHS Trust

Senior Rota Officer, Medical Workforce

The closing date is 11 December 2025

To support with the assurance and compliance of the Trust's Medical Workforce against contractual standards set by NHS England. To take responsibility for specific areas of work within medical workforce particularly relating to rota compliance.

To ensure the generation and distribution of reports relating to rota design and compliance as and when required. To ensure all rotas are complaint with medical terms and conditions and all issues regarding safety of working hours are addressed and issues are raised accordingly with the Guardian of safe working.

Please be advised that sponsorship is not eligible for this post.

Please be advised that there is a proposed interview date of 19th December 2025.

Main duties of the job

The Senior Medical Workforce Officer - Rotas will provide support in ensuring our Medical Workforce (both resident and locally employed doctors) are working efficiently, productively and safely. This is a key role in providing a varied and general administrative support to the wider Medical Workforce Team.

Responsibilities will include: ensuring medical and dental rotas are compliant with junior doctor contracts, being proactive in ensuring rota information is correct, being the first point of contact for creating rotas, any rota/rostering changes and providing expert advice to departments/specialities on rota compliance and contractual standards.

You should have excellent customer service skills, excellent working knowledge of Microsoft Office packages and to be able to work in a busy environment with ever changing priorities and deadlines. Previous experience in an NHS medical workforce/staffing role would be desirable but not essential as full training will be provided to the successful candidate.

About us

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Job responsibilities

• To provide varied and at times complex information to Care Groups and managers on a range of operational Medical Workforce issues, ensuring that Trust policies and standards, as well as national terms and conditions of employment for doctors are adhered to. This may relate to: i. Terms and conditions of employment for doctors and Trust policy ii. Ensuring rotas are compliant with Resident Doctor terms and conditions iii. Ensuring all rotas are included on e-rota iv. Ensuring that e-rota live is kept up to date v. Ensuring all relevant resident doctors have access to and training for exception reporting vi. Create and distribute all Resident Doctor generic work schedules in line with Resident Doctor terms and conditions and codes of practice vii. Work alongside Guardian of Safe Working to provide information on rotas and exception reports viii. Provide information and data to the Guardian of Safe Working to assist in board reports ix. Recruitment and selection of medical staff x. Employee relations queries particularly relating to rotas.
• To provide advice to the group managers, consultants and Resident Doctors on best practice on Resident Doctor rotas, liaise with recruitment and selection team members regarding rota changes which will need to be reflected in job descriptions, contracts of employment and various databases. Deals with rota queries and information requests. To act as best practice advisor, particularly if other members are not trained.
• To deal with queries for less than full time trainees and design a rota to reflect a suitable LTFT working pattern. Complete LTFT paperwork including average working hours, pay details and working patterns and liaise with the LTFT doctors in question/group managers regarding working arrangements. Use own initiative to provide advice ensuring compliance with the HR policies and procedures and Resident Doctor terms and conditions, referring to the Medical Workforce Advisor if required.
• To produce information for generic work schedules in line with the Resident Doctor terms and conditions of service outlining complex data on working hours, shift patterns, pay structures and enhancements, unsocial hours and educational opportunities. To ensure all Resident Doctors receive a generic work schedule at least 8 weeks prior to commencing in post and accommodating leave requests or rota concerns as required.
• To co-ordinate the development of complex rotas for medical and dental staff, ensuring they are compliant with Resident Doctor terms and conditions, deliver best care for patients and take appropriate account of education and training and personal needs of Resident Doctors. To ensure that e-rota is kept up to date, old rotas are archived and that working rotas are in the live section of e-rota.
• To provide advice to clinical group managers and Resident Doctors on the implications of any proposals to change rotas including where this may impact on compliance with the Resident Doctor contract or education and training requirements for Resident Doctors.
• To ensure any rota changes are updated on e-rota, new work schedules are produced and new contracts of employment are issued as required.

For further details of the role please see the attached job description.

Person Specification

Qualification /Training

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Experience

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Knowledge

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Skills

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Commitment to Trust Values and Behaviours

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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.

Employer name

University Hospitals Coventry and Warwickshire NHS Trust

Address

University Hospitals Coventry and Warwickshire

Full-time, Flexible working, Compressed hours

Reference number

218-AC-B4-7651168

Job locations

University Hospitals Coventry and Warwickshire