Senior Rota Coordinator

Overview

Chelsea and Westminster Hospital NHS Foundation Trust is seeking a highly motivated Senior Rota Coordinator to join the Planned Care Division, covering both CW and WM sites. The role focuses on rota management for Junior & Middle-grade Doctors and Consultants, supporting induction, recruitment into vacancies, and filling short and long-term gaps within General Surgery, T&O, Orthopaedic services and related specialties (including Plastic Surgery, Oral Surgery, Ophthalmology and Podiatry).

The post holder will work closely with Service Managers, College Tutors and clinical teams, including team leaders, nursing and medical staff, finance and HR, and liaise with staff across the Trust. Flexibility and the ability to adapt in different environments are essential to support Clinical Leads and College Tutors.

Note: The advert will be closed once a sufficient number of applications have been received.

Main duties of the job

As a key member of the team, you will ensure the smooth and efficient operation of medical rotas within the Planned Care Division. Your organisational skills and ability to manage competing priorities will help maintain optimal staffing levels across departments and support high-quality patient care.

• Organise the electronic rota, allocating consultants, registrars and junior grades to theatres, clinics, on-calls and other services across both hospital sites
• Provide feedback to senior management on potential efficiencies
• Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for staff, including cross cover of the anaesthetic team during sickness and annual leave
• Produce monthly reports for locum bookings for finance and payment of additional sessions
• Manage locum bookings and payroll for bank staff and support Service Manager to monitor performance and meet financial and operational targets
• Induction management and coordination for new starters and trainees
• Support development, management and implementation of project plans for service development and quality improvement
• Work with clinicians, practitioners and clinical administration to ensure seamless service delivery for theatres
• Arrange and take comprehensive, accurate minutes at departmental and project group meetings
• Handle telephone inquiries professionally and ensure timely, sensitive communication
• Develop and distribute rotas for division staff as required
• Liaise with administrative staff, other departments and Trust members to ensure smooth service operation
• Support senior management with processes and paperwork related to staff recruitment and induction
• Maintain filing systems and ensure documents are readily available
• Collaborate with the Manager to optimise operational performance and develop efficient systems and processes
• Understand the patient pathway, identify delivery issues and propose solutions
• Oversee the flow of patient records, resolving issues with health records staff and senior managers
• Work with colleagues to maximise clinic utilisation and capacity planning
• Ensure staff are aware of and engaged with performance statistics, targets and priorities
• Support governance compliance and best practice; assist with risk management and audits
• Contribute to service improvement through working groups and best-practice sharing
• Identify opportunities to implement improvements within the service
• Maintain high standards of customer care across the Service

Performance Management

• Assist to establish processes to collate, monitor and track performance with Trust performance staff
• Develop and deliver productivity and access targets in collaboration with managers
• Ensure datasets are accurate and submitted on time
• Escalate concerns and coordinate remedial actions with stakeholders
• Review and streamline processes to improve departmental data quality
• Support data collation and presentation for senior management to ensure timely, accurate KPIs
• Coordinate bookings and cancellations with the administrative team to manage capacity

Please see job description and person specification for full duties of the post.

Person Specification Education and Qualifications

• Educated to A-level or equivalent experience

Experience

• Experience of Medical Rota Management
• NHS or healthcare sector experience / administrative procedures in healthcare
• Evidence of ability to identify ways to improve systems
• Intermediate MS Excel, Word and PowerPoint
• Experience of managing a busy administrative workload with conflicting priorities
• Problem-solving initiative and effective communication with senior staff
• Management of medical rostering systems, including building, monitoring and administering doctor rotas
• Experience improving administrative processes
• Experience producing reports for finance for bank and agency staff
• Sound knowledge of acute hospital processes

Skills and Knowledge

• Analytical problem-solving approach and ability to work with clinicians and multi-disciplinary teams
• Advanced working knowledge of Microsoft Excel
• Ability to build and manage rosters and lead service improvement initiatives

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a DBS check may be required.

Employer name

Chelsea and Westminster Hospital NHS Foundation Trust

Address

Chelsea and Westminster NHS Foundation Trust

Salary: £31,049 to £37,796 a year plus Inner or Outer London HCAS

Contract

Permanent

Working pattern Reference number

289-PC-75-A

Job locations

Chelsea and Westminster NHS Foundation Trust