Job summary
The Workforce Rota Co-ordinator will support the Medicine Care Group in coordinating both administrative and medical workforce rotas to ensure a high quality, cost effective service is delivered.
The post holder will be the initial point of contact for all junior medical staff within the Care Group and will provide information on staffing levels, rotas and non-clinical workforce/trust policies.
The post holder will provide accurate and up to date information to senior clinicians and managers regarding staffing numbers, sickness absence, vacancies and bank/locum requirements in order to aid the organisation with the running of service.
This post is for 22.5 hours per week, to be worked over Monday - Friday.
Main duties of the job
To support the Medicine Care Group in respect of robust rota management for administrative and medical rotas by coordinating the duty rotas within the Division in accordance with the rota template that has been provided. To ensure that Switchboard are informed of any rota changes.
To update the rota in accordance with periods of absence. To be the initial point of contact for junior medical staff and provide information on staffing levels before any request for absence is submitted.
To identify gaps in the staffing rota and trying to resolve them internally before escalating to HR for them to book through the Agency Managed Service. To liaise with departments in relation to shift cover requirements submitted to the Bank and to ensure that emergency and short term requests are actioned appropriately.
To follow the correct method of booking bank and locum shifts as outlined by HR and the Agency Managed Service has been authorised at the appropriate level before sourcing cover.
To work flexibly to meet the needs of the Department.
To handle telephone enquiries, receive and distribute messages and receive visitors to the Division and use own discretion on how to deal with enquiries.
Support the College Tutor with induction of rotating trainees, ensuring the smooth running of this transition.
To plan, compile and identify gaps in the medical and emergency rotas.
Ensure relevant staff have appropriate access to IT systems used across all specialties.
About us
At Sheffield Children's, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are:
- Outstanding Patient Care
- Brilliant Place to work
- Leaders in Children's Health
We work successfully with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.
As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.
As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children's health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.
Job description
Job responsibilities
Please see job description and person specification for full details of this role
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
Please see job description and person specification for full details of this role
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications and Training
Essential
- 5 GCSEs or equivalent at Grace C or above in Maths and English
- NVQ Level 4 in business administration or equivalent or equivalent relevant level of experience
Experience
Essential
- Experience working in medical staffing or similar function including giving advice and guidance on a range of staffing issues and working to tight deadlines
Desirable
- Experience of attending and contributing to meetings
- Experience of managing or supervising a small team
- Rota Co-ordination experience
Knowledge and Skills
Essential
- Understand the need for confidentiality
- Knowledge of current medical staffing issues in the NHS
- Competent use of IT skills, especially Excel
Desirable
- Knowledge of 2016 Junior Contract
- Basic understanding of New Deal and EWTR rules applicable to junior medical staff
Personal Attributes
Essential
- Good interpersonal skills
- Ability to cope with conflicting demands and time pressures
- Persuasive and influencing skills
- Ability to use own initiative
- Ability to remain calm and professional
- Team Worker
Person Specification
Qualifications and Training
Essential
- 5 GCSEs or equivalent at Grace C or above in Maths and English
- NVQ Level 4 in business administration or equivalent or equivalent relevant level of experience
Experience
Essential
- Experience working in medical staffing or similar function including giving advice and guidance on a range of staffing issues and working to tight deadlines
Desirable
- Experience of attending and contributing to meetings
- Experience of managing or supervising a small team
- Rota Co-ordination experience
Knowledge and Skills
Essential
- Understand the need for confidentiality
- Knowledge of current medical staffing issues in the NHS
- Competent use of IT skills, especially Excel
Desirable
- Knowledge of 2016 Junior Contract
- Basic understanding of New Deal and EWTR rules applicable to junior medical staff
Personal Attributes
Essential
- Good interpersonal skills
- Ability to cope with conflicting demands and time pressures
- Persuasive and influencing skills
- Ability to use own initiative
- Ability to remain calm and professional
- Team Worker
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
