NHS
Womens' Rota Administrator
This job is now closed
Job Description
- Req#: C9289-25-0055?language=en&page=549&sort=publicationDateDesc
- Experience of Medical Rota Management
- Experience working with performance data
- Sound knowledge of acute hospital processes
- Evidence of ability to identify ways of improving systems
- Experience of changing operational systems or processes
- Intermediate use of MS Excel, Word and Powerpoint
- Demonstrable experience contributing to operational objectives
- Experience writing reports and presenting data with narrative
- Experience achieving and demonstrating improvements in service performance
- Experience of coordinating projects
- Experience of producing reports for finance for bank and agency staff.
- Educated to A-level or equivalent healthcare experience
- ECDL (or equivalent qualification/experience)
- Customer service qualification / training
- Evidence of ability to establish, maintain and consolidate effective working relationships with clinicians and multi-disciplinary teams
- Able to deal with conflict management and problem solving
- Knowledge of Patient Administration
- Systems and other relevant Trust system
- Excellent oral and written communication skills
- Ability to manage own time and balance competing demands
- Good organisational skills in order to plan and prioritise workload
- Ability to use own judgement to resolve problems and queries competently, including those of a sensitive and confidential nature
- Awareness of new developments in the NHS
- Information analysis skills and knowledge of using data to improve services
- Pays attention to detail and ability to initiate & co-ordinate change to own working practices
- Project management skills
- Understanding patient priorities and performance targets related to appointments and waiting times
- Experience of Medical Rota Management
- Experience working with performance data
- Sound knowledge of acute hospital processes
- Evidence of ability to identify ways of improving systems
- Experience of changing operational systems or processes
- Intermediate use of MS Excel, Word and Powerpoint
- Demonstrable experience contributing to operational objectives
- Experience writing reports and presenting data with narrative
- Experience achieving and demonstrating improvements in service performance
- Experience of coordinating projects
- Experience of producing reports for finance for bank and agency staff.
- Educated to A-level or equivalent healthcare experience
- ECDL (or equivalent qualification/experience)
- Customer service qualification / training
- Evidence of ability to establish, maintain and consolidate effective working relationships with clinicians and multi-disciplinary teams
- Able to deal with conflict management and problem solving
- Knowledge of Patient Administration
- Systems and other relevant Trust system
- Excellent oral and written communication skills
- Ability to manage own time and balance competing demands
- Good organisational skills in order to plan and prioritise workload
- Ability to use own judgement to resolve problems and queries competently, including those of a sensitive and confidential nature
- Awareness of new developments in the NHS
- Information analysis skills and knowledge of using data to improve services
- Pays attention to detail and ability to initiate & co-ordinate change to own working practices
- Project management skills
- Understanding patient priorities and performance targets related to appointments and waiting times
Job summary
We are seeking an exceptional Rota Administrator to join us on a permanent basis who will be working cross site at West Middlesex Hospital and Chelsea & Westminster Hospital to support the smooth running of our medical rotas.
The rota coordinator is an exciting opportunity for Womens' services within the Specialist Care Division & will at its core manage the administration of our rolling rota through the Medirota & health roster system as well as our locum shifts through patchwork. The post holder will also be exposed to a variety of exciting work steams that are not typical of this type of role. The job would be suitable for a candidate who is keen to take their first steps into developing a wider operational career through getting involved in creating process' from scratch, and developing pathways for this evolving area of work that will streamline it for the future.
You will be key in coordination between medical colleagues and the operational team and strong communication is an essential skill for any applicant. You should be a problem solver and be comfortable with coordinating a number of pressing priorities and laying out a plan.
We are excited about the future of this service and the function that this role will provide in that and would be keen to hear from candidates that are interested in joining us to hear a little more about the department.
*PREVIOUS APPLICANTS NEED NOT APPLY*
Main duties of the job
The post Holder will be responsible for the provision of effective rota coordination for the Womens' Services rota at both West Middlesex Hospital and Chelsea &Westminster Hospital. The post holder will closely work with the clinical rota leads, clinical administrative staff and service managers to ensure the smooth running of medical staffing rotas and management of medical leave.
The post holder will be a key part of the Specialist Care Division and will be expected to provide excellent communication between Hospital departments to ensure that absences are managed against departmental guidelines.
The post holder will also be required to give a general administrative support to the Assistant Service Managers and Service Managers.
About us
Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.
The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.
Some roles may require weekend shifts at multiple sites.
Date posted
11 April 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
£31,944 to £34,937 a year per annum incl HCAS
Contract
Permanent
Working pattern
Full-time, Flexible working
Reference number
289-SC-2367-C
Job locations
Chelsea and Westminster Hospital
fulham road
London
SW10 9NH
Job descriptionJob description
Job responsibilities
To update on a daily basis the on call rota and staffing rota for all grades of medical staff within Womens to ensure that adequate levels of staff are available at all times.
Manage the Medi-rota and Healthroster implementation within all services and be responsible for day to day rota management to support the service
Feed- back to senior management regarding any impact to the service from staff absences and escalate where there are insufficient staff to cover the service.
Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for clinical staff.
Production of monthly reports for locum bookings for finance and additional payments for additional sessions
Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets
Induction management and co-ordination for the new starters and trainee, including junior doctors
Arrange, plan and take comprehensive and accurate minutes at departmental meetings and project group meetings
Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently
To liaise with clinical administrative teams where clinical activity needs to be altered to match medical staffing levels. This must be done in line with trust policy with adequate notice.
Develop and distribute rotas for staff within the division as required
Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary.
Please see attached job description and person specification for a more detailed description of the main responsibilities of this role.
Job responsibilities
To update on a daily basis the on call rota and staffing rota for all grades of medical staff within Womens to ensure that adequate levels of staff are available at all times.
Manage the Medi-rota and Healthroster implementation within all services and be responsible for day to day rota management to support the service
Feed- back to senior management regarding any impact to the service from staff absences and escalate where there are insufficient staff to cover the service.
Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for clinical staff.
Production of monthly reports for locum bookings for finance and additional payments for additional sessions
Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets
Induction management and co-ordination for the new starters and trainee, including junior doctors
Arrange, plan and take comprehensive and accurate minutes at departmental meetings and project group meetings
Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently
To liaise with clinical administrative teams where clinical activity needs to be altered to match medical staffing levels. This must be done in line with trust policy with adequate notice.
Develop and distribute rotas for staff within the division as required
Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary.
Please see attached job description and person specification for a more detailed description of the main responsibilities of this role.
Person SpecificationPerson Specification
Experience
Essential
Desirable
Education and Qualifications
Essential
Desirable
Skills and knowledge
Essential
Desirable
Experience
Essential
Desirable
Education and Qualifications
Essential
Desirable
Skills and knowledge
Essential
Desirable
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.
Employer details
Employer name
Chelsea and Westminster Hospital NHS Foundation Trust
Address
Chelsea and Westminster Hospital
fulham road
London
SW10 9NH
Employer's website
Employer details
Employer name
Chelsea and Westminster Hospital NHS Foundation Trust
Address
Chelsea and Westminster Hospital
fulham road
London
SW10 9NH
Employer's website
About the company
National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.