Job overview
Rota Coordinator - Surgery Division
This is a great opportunity for an enthusiastic person who is seeking development into operational management to learn this skill as it is a key part of any service management role.
This post will be for a maternity cover fixed term of 9 months and can be a secondment.
The post-holder will be responsible for coordinating and facilitating the administration of the medical staffing rotas within a designated division for all grades and types of medical staff (including medical trainees, trust doctors and Consultants). Ensuring that all rotas maintain ETWD compliance, and are managed in line with Trust and National policy and contracts. The post holder will be the first point of contact for all queries relating to medical rotas; i.e shifts swaps and allocations, bank timesheets and leave requests.
Main duties of the job
Main Responsibilities and Duties
1. Maintain accurate, timely production and publication of rotas.
2. Facilitate real time management and co-ordination of rotas.
3. Proactively seek solutions to cover rota gaps.
4. Ensure accessibility of up to date rotas for all relevant members of staff.
5. Ensure clear communication to senior members of the team in relation to gaps in service.
6. Control and help reduce spend in line with Trust processes and initiatives.
7. Co-ordinate the Induction programmes for incoming medical staff.
8. Support managers with their responsibilities relating to rota management.
9. Improve and actively promote a collaborative working environment.
Working for our organisation
Epsom and St Helier University Hospitals NHS Trust provides a range of medical services to approximately 490,000 people living across southwest London and northeast Surrey. In addition, we provide more specialist services, in particular renal and neonatal intensive care, to a wider area, covering parts of Sussex and Hampshire.
We serve an area that is rich in diversity, with a mix of urban and rural areas, and differing levels of quality of life. We cover some of the most prosperous postcodes in the country, as well as some poorer areas. Together with our colleagues at NHS Surrey and NHS Sutton and Merton, we work to make sure that we deliver the best possible care to the communities we serve.
The Trust employs approximately 5,000 staff across its hospitals and is supported by over 500 volunteers.
Detailed job description and main responsibilities
Please see the attached supporting job description and person specification document which contains more information about the role and requirements. Please ensure your application refers to the job description and person specification.
The recruiting team reserve the right to close this advertisement early once applications reach maximum limit.
Person specification
Qualifications and Training
Essential criteria
10. Relevant NVQ/Diploma or equivalent
11. GCSE English and Maths at Grade C or equivalent
Desirable criteria
12. An IT Qualification
Experience
Essential criteria
13. Experience in a complex NHS organisation
14. Good working knowledge of Excel spreadsheets
15. Experience of administration work in a healthcare setting
16. Understanding of data protection and information governance and translating that into Business as Usual
Desirable criteria
17. Experience of medical on-call rotas
18. Experience of using Allocate HealthRoster suite / CLW
19. Experience of an electronic rostering system
Knowledge and Skills
Essential criteria
20. Microsoft office skills
21. Good communication skills both verbal and written
22. Accurate record keeping
23. Ability to prioritise and meet deadlines
24. Excellent interpersonal skills
25. Excellent customer service skills
Desirable criteria
26. Negotiating skills
27. To have a good understanding of NHS medical terms and conditions of employment
28. Ability to demonstrate working in an organised and methodical manner
Your recruitment team
The NHS South West London Recruitment Hub is your dedicated recruitment team, here to support you at every stage of the process. If you have a query, please contact us:
E:
Your application
Please ensure your supporting statement clearly reflects the job description and person specification, as shortlisting will be based on these criteria.
Please refer to the latest UKVI guidance and ensure you have the appropriate right to work before applying for this role.
Use of Artificial Intelligence
We kindly ask that you avoid using AI tools to draft your application. We value authentic, individual responses that reflect your own experience and communication style.
References
Please provide a minimum of 3 years’ employment and/or education history, including professional email addresses (not personal accounts such as Hotmail or Gmail). If you cannot provide these, please inform the interview panel to avoid delays in pre-employment checks.
Closing date
To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.
Shortlisting
If you are successfully shortlisted, you will be contacted by email or SMS from the South West London Recruitment Hub. Please check your registered TRAC email regularly.
Application feedback
If you do not hear from us within four weeks of the closing date, please assume your application has not been successful on this occasion.
Safeguarding and DBS Checks
We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an Enhanced Disclosure and Barring Service (DBS) check will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
This vacancy may have an application cap, so please apply promptly to avoid disappointment. Ensure your supporting statement clearly shows how you meet the job specifications.
Documents to download
Further details / informal visits contact
NameCharlotte DruceJob titleGeneral ManagerEmail addressTelephone number07717498620