Unscheduled Care Rota Co-ordinator

Hywel Dda University Health Board; Dreenhill; On-site; GBP 60,000 - 80,000; Full time

Job summary

A healthcare organization in Wales is seeking a proactive individual to manage locum cover and communication across various departments. The successful candidate will handle staffing gaps, coordinate pre-employment checks, and manage administrative tasks related to recruitment processes. Strong organizational skills and a background in healthcare staffing are essential for this role.

Qualifications

• Experience in coordinating staffing processes is essential.
• Ability to manage multiple administrative tasks efficiently.
• Proven communication skills to liaise with various departments.

Responsibilities

• Source locum cover and manage staffing gaps.
• Complete administrative tasks like accommodation booking.
• Coordinate with the Medical Workforce team on pre-employment checks.

Skills

Staffing coordination

Communication with clinical leads

Administrative task management

Tools

TRAC recruitment system

Intrepid online system

Job description

This post is a Fixed Term/Secondment until 20.07.2026. If you are a Hywel Dda University Health Board employee applying as a secondment, agreement from your current manager is required prior to application.

The successful candidate will proactively source locum cover and keep service managers, clinical leads, directors, and other services updated on staffing gaps. The role involves following the site escalation process through the management system where appropriate, and ensuring administrative tasks related to locum cover are completed, including booking accommodation and notifying relevant departments.

The applicant will work closely with the Medical Workforce team to ensure NHS Locums have the necessary pre-employment checks. They will coordinate with the Client Relationship Manager (Medacs) regarding agency requirements and manage the AG1 agency approval process. Additionally, they will support recruitment using the TRAC system and assist in setting up interviews. The role also includes reviewing leave applications via the Intrepid online system to maintain adequate staffing levels, assessing team strengths, and identifying areas for improvement.

Hywel Dda University Health Board provides NHS healthcare services across Carmarthenshire, Ceredigion, Pembrokeshire, and neighboring counties. We employ over 13,000 staff and offer primary, community, in-hospital, mental health, and learning disabilities services. Our partnerships include local authorities, public, private, and third sector organizations, and volunteers.

Our services are delivered in:

• Four main hospitals: Bronglais Hospital (Aberystwyth), Glangwili Hospital (Carmarthen), Prince Philip Hospital (Llanelli), Withybush Hospital (Haverfordwest)
• Five community hospitals: Amman Valley, Llandovery (Carmarthenshire), Tregaron (Ceredigion), and Tenby, South Pembrokeshire
• Two integrated care centres: Aberaeron and Cardigan (Ceredigion), plus other community settings
• Numerous general practices, dental practices, community pharmacies, ophthalmic practices, and domiciliary providers
• Extensive mental health and learning disabilities services