Rota Coordinator
Salary: £30,000
Hours: 37.5 hours per week
Reports to: Service Manager / Head of Operations
Job Purpose
To ensure the effective and efficient management of clinical rotas across multiple BSF service sites, supporting service continuity, clinician compliance, and strong working relationships with internal and external stakeholders. This role also includes maintaining HR compliance and user access through the SmartSpace system, proactive communication with clinicians, and managing the onboarding process for new starters.
Key Responsibilities
1. Rota Management
- Oversee and coordinate rotas across all BSF service sites, including (but not limited to) Mobile Cytology Service, BHH, GUTC, Enhanced Access, and CVRM.
- Monitor cancellations and arrange urgent cover, including sending out shift notifications via text message when necessary.
- Maintain awareness of which clinicians regularly work at which sites and on which days.
2. Onboarding, Recruitment & Compliance
- Manage the recruitment inbox on a daily basis, responding to queries and processing applications.
- Arrange and coordinate interviews for any new roles, prepare interview materials, and act as the first point of contact for applicants.
- Arrange induction days for all new starters and ensure they receive relevant training and information.
- Onboard GPs and nurses, ensuring all required documentation and compliance checks are completed before commencement of work.
- Check HR records regularly to ensure all staff remain fully compliant and up to date with required documentation.
- Complete DBS checks for all new applicants.
3. SmartSpace System Management
- Manage the SmartSpace dashboard to ensure all HR documents are up to date for every staff member onboarded onto the system.
- Provide and manage system access for users in line with role requirements.
- Maintain a strong working knowledge of the SmartSpace system to resolve basic issues and support users.
4. Communication & Feedback
- Send out communications to clinicians regularly, providing updates on service changes, policies, or rota matters.
- Pass on feedback from clinicians to management promptly to support service improvements and address concerns.
- Coordinate gaining responses from clinical staff for any complaints received from any provider and send these to the Clinical Lead for sign-off.
5. Service Coordination
- Request relevant logins for clinicians based on the service they will be delivering.
- Arrange and coordinate meetings with clinicians where necessary.
- Keep management informed if there are trends of regular clinicians cancelling shifts.
- Provide service and rota updates to management during monthly management meetings.
6. External Liaison & Relationship Management
- Liaise directly with external services and third-party providers.
- Build and maintain strong working relationships with recruitment agencies, GPs, and other locum clinicians.
7. General Support
- Undertake any other ad-hoc administrative tasks as requested to support rota management and service delivery.
Skills and Experience
Essential:
- Strong organisational and time management skills.
- Excellent communication skills, both written and verbal.
- Ability to build and maintain effective working relationships.
- Experience with rota or schedule management.
- Attention to detail with a focus on accuracy and compliance.
- Proficient in Microsoft Office and other relevant administrative systems.
Desirable:
- Previous experience in a healthcare, NHS, or clinical staffing environment.
- Knowledge of DBS processes and clinician onboarding requirements.
- Familiarity with SmartSpace or similar workforce management systems.
Personal Attributes
- Proactive and able to work independently.
- Flexible and adaptable to changing demands.
- Professional and confidential in handling sensitive information.
- Strong problem-solving approach to ensure continuity of service.
Pay: £30,000.00 per year
Work Location: In person
