Rota Co-Ordinator

Job description

Job responsibilities

1. Rota Management and Coordination:

• Populate and develop frontline staffing rotas in accordance with the master template, ensuring accuracy and compliance with organizational standards.
• Coordinate any necessary changes to the rotas and communicate them effectively to relevant stakeholders.
• Monitor and coordinate all rotas across the company to ensure adequate coverage and compliance with organisational requirements.
• Proficiently identifying gaps and trends in rotas and taking proactive measures to address them.

2. Leave Management:

• Be the primary point of contact for frontline staff regarding leave requests, shift swaps, cover, and related issues.
• Coordinate all frontline clinical staff requests for leave, ensuring adherence to local guidelines and maintaining minimum staffing levels.
• Log, and monitor all types of leave for frontline staff, including annual leave, study leave, and other forms of absence.

3. Absence Reporting:

• Be the first point of contact for frontline staff reporting sickness absence and other types of absence.
• Ensure timely recording of absences and facilitate return-to-work interviews for clinical staff and their line managers.
• Compile absence spreadsheets and record staff absence in the appropriate database and produce reports as necessary to track trends and patterns.

4. Systems Maintenance:

• Responsible for maintaining one or more systems related to frontline staffing rostering, leave management, and absence tracking.

Person Specification

Qualifications

Essential

• Minimum of English and Maths at GCSE or above and/or evidence of appropriate employment/work experience
• Evidence of undertaking additional skills training, willingness to develop further.

Experience

Essential

• Experience in rostering, scheduling, or workforce management, demonstrating strong organizational and administration skills.
• Demonstrable ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment.
• A proactive and collaborative approach to teamwork, with a focus on delivering high-quality support to frontline staff and line managers.
• Effective collaborator, maintaining robust working relationships with key individuals and teams.
• Proficiency in Microsoft Excel and other relevant software for data management and analysis.
• Strong organizational skills, with the ability to prioritize tasks effectively and manage multiple deadlines.
• Skills:
• Strong planning skills coupled with meticulous attention to detail and accuracy and ability to maintain accurate records.
• Skilled in problem-solving, demonstrating initiative to explore options and engage colleagues for support in implementing mitigation plans and solutions for maintaining appropriate staffing levels.
• Proactive in driving improvements within own role and team's approach to rota management.
• Capable of balancing competing priorities, meeting challenging deadlines, and engaging with colleagues to address concerns and devise contingency plans and solutions.
• Communication Skills:
• Excellent communication and interpersonal abilities, with the capacity to liaise effectively with staff at all levels.
• Able to remain calm in managing competing demands whilst communicating with others
• Excellent verbal and written communication skills
• Ability to communicate effectively, by being tactful and diplomatic at all times

Desirable

• Proven experience in rostering, scheduling, or workforce management, demonstrating strong organizational and administration skills.
• Experience of working in the healthcare; NHS or Private Sector

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Prometheus Safe and Secure

Address

Fort Dunlop Building Management

Fort Parkway

Birmingham

B24 9FD

Employer's website

https://www.psecure.co.uk/ (Opens in a new tab)