Rota AdministratorNHS

Job summary

The Workforce Planning Rota Administrator is responsible for producing, filling and maintaining rotas for Out of Hours and Clinical Assessment Services within their designated area, ensuring shifts are resourced accurately and service delivery is supported at all times. Working closely with Workforce Planning Regional Rota Leads, the post holder will proactively manage rota gaps, coordinate shift cover, maintain accurate workforce records and support the effective operation of workforce planning activities.

The role requires strong organisational and communication skills to build positive relationships with personnel, respond to changing service demands and assist with rota cover across the wider region when required. The Workforce Planning Rota Administrator will also maintain accurate data within RotaMaster, support payroll processes, produce reports, monitor workforce trends and contribute to projects and continuous improvements that enhance workforce planning efficiency and resilience.

This is a full time role within our Surrey service, weekly working pattern to be discussed with Hiring Team.

Main duties of the job

Accurately fill and maintain rotas, ensuring shifts are covered efficiently, produced within agreed timescales and made available on the relevant platforms.

Monitor rota coverage by issuing shift reminders, responding to cancellations, no-shows and late arrivals, and taking proactive action to fill vacant shifts at short notice.

Escalate any anticipated rota fill risks to the Workforce Planning Regional Rota Lead in line with escalation procedures, helping to maintain safe and effective service delivery.

Build and maintain positive relationships with staff and workers to support workforce engagement and maximise the ability to fill shifts when operational demands arise.

Maintain accurate workforce records within RotaMaster, including payroll-related rota information, sickness and annual leave records, ensuring data integrity and compliance.

Produce rota reports, workforce data and trend analysis as required by management, while supporting meetings, projects and continuous service improvements across the workforce planning function.

Job description

The Workforce Planning Rota Administrator is responsible for producing, filling and maintaining rotas for Out of Hours and Clinical Assessment Services within their designated area, ensuring shifts are resourced accurately and service delivery is supported at all times. Working closely with Workforce Planning Regional Rota Leads, the post holder will proactively manage rota gaps, coordinate shift cover, maintain accurate workforce records and support the effective operation of workforce planning activities.

The role requires strong organisational and communication skills to build positive relationships with personnel, respond to changing service demands and assist with rota cover across the wider region when required. The Workforce Planning Rota Administrator will also maintain accurate data within RotaMaster, support payroll processes, produce reports, monitor workforce trends and contribute to projects and continuous improvements that enhance workforce planning efficiency and resilience.

This is a full time role within our Surrey service, weekly working pattern to be discussed with Hiring Team.

About us

• Experience working within a healthcare environment, supported by a strong administrative background and an understanding of rota management and escalation procedures.
• Practical experience of using RotaMaster to maintain accurate workforce information, support rota coordination and ensure data integrity.
• Excellent organisational and workload management skills, with the ability to prioritise effectively and manage multiple tasks in a fast-paced and constantly changing environment.
• A calm, resilient and professional approach, with the flexibility and adaptability to respond positively to changing priorities and operational demands.
• Strong communication and interpersonal skills, enabling effective collaboration with multidisciplinary teams and stakeholders at all levels.
• Proficient in Microsoft Office applications, including Excel, Word and PowerPoint, with the ability to analyse information, produce reports and support administrative processes to a high standard.

Please see the Job Description attached to the vacancy. If you have further questions, please contact Michael Shepherd [email protected]

Please note that offers of employment are subject to receipt of satisfactory references and a DBS check.

Practice Plus Group is committed to creating a diverse environment and we are proud to be an equal opportunity employer.

We reserve the right to close Job Advertisements early, so we recommend applying as soon as possible.

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