Job summary
Rota Coordinator
Department: Medicine
Band: 5 pro rata if part-time
Hours: 37.5 per week, all MKUH roles will be considered for flexible working
Are you highly organised, efficient, and looking to take the next step in your NHS career?We're looking for a fast-paced and proactive Rota Coordinator to join the Medicine team. In this key role, you'll be responsible for managing complex rotas across the entire Medicine division, ensuring safe staffing levels and supporting clinical teams in delivering high-quality patient care.
If you're thinking about a future in NHS operations or management, this role offers fantastic exposure and development opportunities. You'll work closely with clinical and operational teams, gaining hands-on experience of day-to-day challenges that can help you take that next step in your career.
Please note that this post is subject to an initial probationary period of six months, extendable up to a period of 12 months. A DBS check may be required for new employees. MKUH promotes an inclusive workforce and proactively welcomes applications from underrepresented groups in our community.
Interview date: 05/08/2025
Main duties of the job
The aim of the role is to be responsible for the medical staffing across the Medicine Division (Acute, Internal and Specialty Medicine) and to provide assurance that rotas are effectively managed including:
Supporting the delivery of key activity targets, including a reduction in locum and agency spend by creating regular reports
Plan, coordinate and implement rotas for all clinical staff across the Division, by following protocol and ensuring all areas have adequate clinical cover, providing a safe working environment for staff and patients.
Liaise with all levels of clinical staff and keep them informed of any changes to their rota, in a timely manner, and effectively manage any on the day absences and cover requirements.
Work with clinical leads / directors and operational managers to ensure the overall effective use of resources and continuous improvements in service delivery.
To design clinical rotas in compliance with the Junior Doctor Contract
About us
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Administrative and Clerical staff feel supported with flexible working at MKUH, reporting 6.82 out of 10, and a 76% feel strongly about approaching their managers regarding flexible working. (NHS Staff Survey 2024)
- Free on-site parking
- Free refreshments
- Great flexible workingopportunities
- Discounted gym membership
- Lease car scheme
- Generous annual leave and pension scheme
- On site nursery (chargeable)
- Extensive staff health and well-being programme
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.
Job description
Job responsibilities
Rota Coordination
To manage and maintain Healthroster including rota patterns, leave and locum shifts to assist with workload planning.
To work with the Operational Managers to embed leave policy within the CSUs, facilitating the capture and recording of annual, study and professional leave.
To establish forward looking Rotas to clearly identify gaps to enable them to be covered
Identify and communicate to the senior team any issues affecting the rota, providing solutions and guidance where possible.
Agency and Locum spend
In conjunction with Finance and HR colleagues, develop controls and processes for the management of agency and locum spend.
Monitoring and completion of RTAs, escalation forms and MDO forms.
To ensure that the processes for doctors joining/leaving the division are efficiently and effectively managed to shorten the period for which locums may be required.
In conjunction with HR colleagues, establish an internal locum bank for medical staff with an appropriate and attractive financial reward package.
Leave Management
To manage the junior doctor e-leave policy in collaboration with the CSU
To work with the CSUs to ensure future compliance with the leave policy
To maintain the escalation process for leave requests.
To maintain the escalation process for non-compliance to the policy.
To hold return to work meetings in accordance with the sickness absence policy.
General
Attend the Trust site bed meetings on a regular basis as part of the CSU rota.
Support operational management across the division as part of learning and development within the role.
Support the team in other administrative tasks when required.
Any other duties as required by the role.
Please refer to the job description for further details.
Job description
Job responsibilities
Rota Coordination
To manage and maintain Healthroster including rota patterns, leave and locum shifts to assist with workload planning.
To work with the Operational Managers to embed leave policy within the CSUs, facilitating the capture and recording of annual, study and professional leave.
To establish forward looking Rotas to clearly identify gaps to enable them to be covered
Identify and communicate to the senior team any issues affecting the rota, providing solutions and guidance where possible.
Agency and Locum spend
In conjunction with Finance and HR colleagues, develop controls and processes for the management of agency and locum spend.
Monitoring and completion of RTAs, escalation forms and MDO forms.
To ensure that the processes for doctors joining/leaving the division are efficiently and effectively managed to shorten the period for which locums may be required.
In conjunction with HR colleagues, establish an internal locum bank for medical staff with an appropriate and attractive financial reward package.
Leave Management
To manage the junior doctor e-leave policy in collaboration with the CSU
To work with the CSUs to ensure future compliance with the leave policy
To maintain the escalation process for leave requests.
To maintain the escalation process for non-compliance to the policy.
To hold return to work meetings in accordance with the sickness absence policy.
General
Attend the Trust site bed meetings on a regular basis as part of the CSU rota.
Support operational management across the division as part of learning and development within the role.
Support the team in other administrative tasks when required.
Any other duties as required by the role.
Please refer to the job description for further details.
Person Specification
Qualifications and knowledge
Essential
- Strong IT skills
- Minimum of 5 GCSE's or equivalent
- Full range of administrative skills to a minimum of NVQ Level 3 or equivalent experience.
- Expertise within specialism plus further knowledge to a degree level or equivalent experience.
- Experience in a similar role
- Proven knowledge of medical staff terms and conditions
Experience
Essential
- Managing Medical Rota's experience or equivalent
- Working knowledge of office computer applications
- Proven administration experience at a senior level
Desirable
- Previous NHS experience
- Medical Staffing experience
Skills
Essential
- Excellent administrative skills
- Excellent organisational skills
- Excellent communication skills negotiation, influencing and persuasion skills.
- Highly motivated and able to work autonomously using own initiative.
- Professional attitude, approachable and enthusiastic.
- Ability to work under pressure and effectively respond to frequently changing demands.
- Assertiveness and diplomacy, when dealing with difficult situations.
- Team player.
- Attention to detail, must be able to concentrate in situations where frequent interruptions are likely.
- Able to deal with unexpected situations.
- Excellent problem solving skills.
- Good keyboard skills and advanced use of IT packages and manipulating data.
Personal and people development
Essential
- Displays a strong motivation and commitment to success.
- Ensures personal, professional behaviour and integrity at all times.
- Develops constructive relationships and networks within the organisation.
- Ensures that the success of individuals and teams is recognised and valued.
- Willingness to attend training sessions to develop self and improve service provided to patients
Communication
Essential
- Ability to communicate effectively with all staff groups.
- Excellent communication and influencing skills.
- Ability to work effectively with challenging people/situations.
- Ability to negotiate and persuade.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations
Person Specification
Qualifications and knowledge
Essential
- Strong IT skills
- Minimum of 5 GCSE's or equivalent
- Full range of administrative skills to a minimum of NVQ Level 3 or equivalent experience.
- Expertise within specialism plus further knowledge to a degree level or equivalent experience.
- Experience in a similar role
- Proven knowledge of medical staff terms and conditions
Experience
Essential
- Managing Medical Rota's experience or equivalent
- Working knowledge of office computer applications
- Proven administration experience at a senior level
Desirable
- Previous NHS experience
- Medical Staffing experience
Skills
Essential
- Excellent administrative skills
- Excellent organisational skills
- Excellent communication skills negotiation, influencing and persuasion skills.
- Highly motivated and able to work autonomously using own initiative.
- Professional attitude, approachable and enthusiastic.
- Ability to work under pressure and effectively respond to frequently changing demands.
- Assertiveness and diplomacy, when dealing with difficult situations.
- Team player.
- Attention to detail, must be able to concentrate in situations where frequent interruptions are likely.
- Able to deal with unexpected situations.
- Excellent problem solving skills.
- Good keyboard skills and advanced use of IT packages and manipulating data.
Personal and people development
Essential
- Displays a strong motivation and commitment to success.
- Ensures personal, professional behaviour and integrity at all times.
- Develops constructive relationships and networks within the organisation.
- Ensures that the success of individuals and teams is recognised and valued.
- Willingness to attend training sessions to develop self and improve service provided to patients
Communication
Essential
- Ability to communicate effectively with all staff groups.
- Excellent communication and influencing skills.
- Ability to work effectively with challenging people/situations.
- Ability to negotiate and persuade.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations
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.
