University Hospitals Birmingham NHS Foundation Trust

Band 4 Rota Coordinator/Administrator

The closing date is 04 November 2025

Job summary

An exciting opportunity has arisen for an enthusiastic Rota Coordinator/Administrator to join the Acute Medicine team at Queen Elizabeth Hospital.

The post holder will be a key member of the team and is expected to provide a comprehensive administrative support for Medical Rostering within the department, resolving day-to-day problems independently. Make decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with Departmental, Trust and National standards, policies, and procedures. Act as a source of advice and guidance, and the first point of contact for enquiries for the Acute Medicine Rota. Coordinate the preparation of agendas and minutes; ensuring appropriate follow up action completion as required.

The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff, exercising discretion and always upholding professional standards. You will need to ensure accurate records on the department roster, linking to rostering rules and decisions undertaken to ensure safe management of services whilst ensuring access to training requirements for our medical trainees.

The post holder will be a key member of the team will also support the senior management team with other admin duties as they arise. This may include arranging meetings, taking minutes, collating data, report writing.

Main duties of the job

* Monitor AIM inbox and ensure that all urgent emails are dealt with appropriately and in a timely manner.

* Provide effective communication and problem solving both face to face and via telephone.

* Be the first point of contact for stakeholders who may be highly emotional and high distressed ensuring that any language or other communication barriers are overcome.

* Be sympathetic and sensitive to the requirements of staff, including dealing with a difficult situation, e.g. aggressive or demanding behaviour.

* Attend departmental meetings on a regular basis, this includes representing the operational team at Junior Doctor inductions and Junior Doctor Forums.

* Contribute to building effective teamwork in exchanging views, ideas and communicating effectivel. The post holder is a key member of the operational team and is dedicated to co-ordinating all Acute Internal Medicine (AIM) clinical rotas and supporting the fill for General Internal Medicine (GIM) Acute gaps.

Daily areas of responsibility will include:

*AIM Consultant Rotas (circa. 31 staff)

*AIM Doctor Rotas (circa. 48-55 junior medic staff and 12-16 registrar)

*Data collection & Reports on a range of related core activities: gaps, fill-rates, skill mix, sickness, supporting with directorate reports and Acute Med data collecting.

*Attending doctor handover every morning and being contact person for sickness/staffing issues.

*Reviewing TempRE and ensuring all shifts are added in a timely manner.

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Date posted

28 October 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1097037

Job locations

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

Essential

*Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
*Business Administration NVQ level 3 or equivalent experience in an administrative environment

Experience

Essential

*Experience of dealing with the Public/Customer service experience
*Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
*Experience of dealing with the Public/Customer service experience
*Good Organisational skills
*Able to use own initiative and deal with the unpredictable
*Able to work under pressure and to multi-task
*Able to work to deadlines

Desirable

*Experience of working in a busy environment
*Experience of working in Healthcare
*Previous experience of transcribing formal minutes

Additional Criteria

Essential

*Knowledge of dealing with non-routine issues such as problem solving for an area of work
*Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
*Good keyboard/ IT skills
*Good organisational skills and ability to multitask
*Good time management skills
*Ability to deal professionally with enquiries from staff, patients and visitors
*Understand confidentiality and apply the principles in everyday working practice
*Ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to deal with stressful situations and sensitive issues
*Work effectively and flexibly as part of a team to meet the needs of the services
*Confident in dealing with people at all levels
*Must be able to demonstrate an understanding of equality and diversity
*Mature open and flexible approach to work
*Demonstrates care and compassion
*Good inter-personal and communication skills.
*Good organisational skills
*Ability to travel to multiple sites

Desirable

Ability to work under pressure and deal with stressful situations

Person Specification

Qualifications

Essential

*Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
*Business Administration NVQ level 3 or equivalent experience in an administrative environment

Experience

Essential

*Experience of dealing with the Public/Customer service experience
*Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
*Experience of dealing with the Public/Customer service experience
*Good Organisational skills
*Able to use own initiative and deal with the unpredictable
*Able to work under pressure and to multi-task
*Able to work to deadlines

Desirable

*Experience of working in a busy environment
*Experience of working in Healthcare
*Previous experience of transcribing formal minutes

Additional Criteria

Essential

*Knowledge of dealing with non-routine issues such as problem solving for an area of work
*Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
*Good keyboard/ IT skills
*Good organisational skills and ability to multitask
*Good time management skills
*Ability to deal professionally with enquiries from staff, patients and visitors
*Understand confidentiality and apply the principles in everyday working practice
*Ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to deal with stressful situations and sensitive issues
*Work effectively and flexibly as part of a team to meet the needs of the services
*Confident in dealing with people at all levels
*Must be able to demonstrate an understanding of equality and diversity
*Mature open and flexible approach to work
*Demonstrates care and compassion
*Good inter-personal and communication skills.
*Good organisational skills
*Ability to travel to multiple sites

Desirable

Ability to work under pressure and deal with stressful situations

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 details

Employer name

University Hospitals Birmingham NHS Foundation Trust

Address

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

Employer details

Employer name

University Hospitals Birmingham NHS Foundation Trust

Address

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)