Medicine Rota Coordinator

This post is responsible for the operational and day-to-day management of medical rotas within the Medicine Division, ensuring that safe staff levels are maintained at all times. This will include the maintenance and administration of systems for the management of rotas and coordination of annual/study/sick/sabbatical leave. This will require excellent planning and organisational skills to ensure that future rotas and people plans are implemented and communicated.
The post holder will need to ensure a flexible approach to work is maintained in order to ensure that adequate cover is secure on the rotas each day. The ability to respond to unplanned urgent changes to the rota is a key requirement, alongside the ability to foster excellent working relationships with all levels of Medical and other MDT staff.
The role is a busy, varied and challenging one and the successful candidate will have excellent communication skills with the ability to communicate to a non-technical audience, be a good team player, and be able to work on own initiative.

Working for our organisation
"Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.", 1. Day to day operational management of medical staffing rotas within the Medicine Division, identifying and reporting any gaps to both clinical and non-clinical managers to assist with the timely recruitment of permanent and temporary medical staff.
2. Ensuring staffing issues are communicated appropriately, notifying managers of potential problems and ensuring the requirement for contingency planning is escalated in a timely manner.
3. Responsible for ensuring that medical rotas adhere to both EWTD and the applicable Terms and
Conditions of service, ensuring safe staffing levels at all times.
4. Actively seek the reduction of medical agency costs by ensuring adherence to Trust Policy around
locum booking, and identifying different methods of securing cover across rotas within the division.
5. To implement and manage robust sickness absence reporting and monitoring, and annual leave and
study leave processes for medical and dental staff ensuring compliance with Trust Policy and standard operating processes.
6. Liaise with clinical and non-clinical managers to plan, produce, and publish both work schedules rotas on the HealthRoster system. Where amendments are required, collating and agreeing these and
ensuring all relevant staff are advised.
7. Work with the Workforce Intelligence team to undertake basic template, service, and demand changes in the HealthRoster system.
8. Where locum cover is required, coordinate the locum booking process ensuring that identified agencies are contacted in a timely manner and in line with Trust Policy.
Full duties can be found on the attached JD.
Thank you for expressing interest in this role. For further employer guidance, please review the attached supplementary applicant information.
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Certificate of Sponsorship
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, subject to eligibility of the role for a skilled worker visa and salary requirements. Not all roles in the Trust are eligible for sponsorship.
Eligibility for this role requires:
+ Current right to work in the UK, subject to verification.
+ Qualification of the eligibility sponsorship criteria
From 4 April 2024, UK immigration policy changes has increased minimum salary levels for skilled workers. For further information visit the UK Visas and Immigration website (Opens in a new tab).
Current employees should be aware that this position is advertised as a Great Western Hospitals position and appointment ends any TUPE protection.
Candidates are responsible for covering the cost of their own DBS check if required: £18 for a Standard DBS check, recoverable from the first pay, or £38 for an Enhanced DBS check, divided and recoverable over the initial two pay periods. Payment for DBS checks for bank posts must be settled prior to commencement. Apprentices are exempt from DBS payment.
We are committed to supporting our staff in achieving a healthy work-life balance through flexible work arrangements. Upon joining the Trust, you have the right to request flexible working, with an unlimited number of requests allowed.
Upon acceptance of a job offer, your information will be transferred to the national NHS Electronic Staff Records System. All communication regarding your application will be conducted via email; please ensure to check your junk/spam folders as emails may occasionally be filtered there.

The Great Western Hospital are recruiting for a Rota Coordinator on a permanent contract to support with the Medical Rotas within the Medicine Division and the Emergency Department. The main duty of this role would be to manage the day to day management of identifying and reporting on any gaps to both clinical and non-clinical managers to support with recruitment and temporary Medical staffing. You will be required to have a flexible approach to ensure that the rota's are covered across the hospital on a daily basis but also build robust working relationships with medical and MDT staff. The successful candidate would be someone that has had a strong background in building strong relationships, working in a busy environment and have strong knowledge of working with databases, spreadsheets and Microsoft Office.

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.
Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.
We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.
The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.
If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.