Rota and Workforce Coordinator

• Coordinate and maintain clinical rotas, ensuring they are accurate and planned in advance.
• Maintain accurate records of annual leave, CPD time and other planned clinical absence.
• Ensure approved leave, CPD and rota changes are reflected accurately and promptly.
• Allocate clinical roles and duties fairly, taking account of working patterns, responsibilities and service requirements.
• Monitor role and CPD allocations to support a fair and consistent approach across the clinical workforce.
• Identify staffing gaps, clashes and potential areas of under-cover at an early stage.
• Coordinate routine cover arrangements within agreed staffing and approval limits.
• Support rota changes required because of sickness or unexpected absence.
• Escalate significant staffing gaps, clinical staffing decisions or additional expenditure to the appropriate manager.
• Maintain a forward view of staffing requirements and highlight upcoming pressures or recurring issues to Practice Management.
• Act as a point of contact for routine rota queries and communicate changes clearly to relevant colleagues.
• Maintain accurate and confidential workforce records.
• Support improvements to rota and workforce processes where appropriate.

• Work in accordance with Practice policies and procedures.
• Maintain confidentiality and comply with information governance requirements.
• Participate in relevant training, appraisal and development.
• Contribute positively to teamwork and service improvement.
• Follow Practice requirements relating to health and safety, safeguarding, equality and diversity.
• Undertake other reasonable duties appropriate to the role.

Essential

• Experience of working in a busy administrative or coordination role.
• Experience of managing competing priorities and working to deadlines.
• Experience of maintaining accurate records and handling confidential information.
• Skills and abilities
• Excellent organisational and planning skills, with the ability to think ahead.
• Strong attention to detail and a high level of accuracy.
• Ability to manage changing priorities and respond calmly to unexpected issues.
• Confident and professional communication skills.
• Ability to build positive working relationships with colleagues at all levels.
• Ability to work independently within agreed procedures and recognise when an issue needs to be escalated.
• Confident using IT systems, including Microsoft Office.
• A fair, consistent and practical approach to decision-making and problem solving.
• Personal qualities
• Proactive and reliable, with a strong sense of personal responsibility.
• Approachable and able to communicate sensitively when dealing with staffing or rota issues.
• Able to maintain confidentiality and exercise discretion.
• Committed to the Practice values of Transparency, Integrity, Kindness and Quality.

Desirable

• Previous experience of rota coordination, workforce planning or staff scheduling.
• Experience of working within general practice, the NHS or another healthcare environment.
• Experience of coordinating annual leave, absence or staff cover.
• Understanding of clinical rotas and the operational pressures of primary care.
• Experience of working with clinical and non-clinical teams.