Job summary The Rota Coordinator is an essential member of the Rota Team within the GRaDE Care Group. This team oversees all medical rotas across all three directorates within the Care Group to ensure the safe and efficient running of extremely busy and complex clinical services (both inpatients and outpatients). Main duties of the job The Rota Team exists to ensure:-o there are excellent working relationships with clinical and administrative colleagues across Care Group. o all duties are carried out to a high level of accuracy within the necessary timeframes so that,- outpatient clinics and other planned activities can be booked, and the services within the care group deliver the necessary levels of activity to reduce patient waiting times and achieve financial targets.- the clinical services are run safely, effectively and efficiently, providing the best possible care to our patients. o all requests for Annual and Study leave are dealt with swiftly to allow medical colleagues to manage their own wellbeing and training and development effectively, as well as know how much leave they still have to take o any short notice absence (sick leave / special leave) is dealt with, and clinical services continue to be safely maintained. o GRaDE's contributions to the OOH and GIM rotas are covered. About us You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives. The GRaDE Care Group is comprised of 3 Clinical Directorates Gastroenterology & Hepatology, Respiratory Medicine, and Diabetes & Endocrine. GRaDE has a large non-elective footprint on the Northern General Hospital, with 11 inpatient wards. As well as this non-elective workload, GRaDE also provides a massive range of specialist elective services at both the Northern General Hospital and Royal Hallamshire Hospital: Advice and Guidance - approximately 4000 referrals annually diverted from an outpatient clinic with advice provided to the referrer. Outpatient Clinics - c. 140,000 outpatients appointments arranged annually Procedures - over 30,000 daycase and inpatients procedures take place each year, including endoscopy, bronchoscopy, pleural procedures and other diagnostic and treatments. The medical team required to cover this extensive workload is over 70 consultants and 100 resident doctors, so robust rota coordination is essential to ensure the smooth running of the Care Group's services. Date posted 28 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum pro rata for part time staff Contract Permanent Working pattern Full-time Reference number 190-8823-DIR Job locations Northern General Hospital Herries Road Sheffield S5 7AU Job description Job responsibilities Please view the attached Job Description and Person Specification documents for full details regarding this post. When completing your application please ensure that you clearly demonstrate how you meet the role criteria. Job description Job responsibilities Please view the attached Job Description and Person Specification documents for full details regarding this post. When completing your application please ensure that you clearly demonstrate how you meet the role criteria. Person Specification Qualifications Essential GCSE (or equivalent) in English and Mathematics, at grade C/4 or above NVQ Level 3 in Business Administration or equivalent A commitment to continued professional development Experience Essential Previous administrative experience, including use of spreadsheets. Experience of developing and maintaining rotas or timetables Significant experience of developing and maintaining effective working relationships with a range of colleagues (e.g. clinicians, administrative colleagues and management colleagues) in local teams and teams across the organisation Experience of working with limited supervision, and working remotely, but still be able to work effectively with colleagues, mainly communicating via telephone and email. Experience of working with highly confidential and sensitive employee information (some of which may be distressing regarding staff personal circumstances) and understand boundaries in which information should be shared and received. Experience of training colleagues formally or informally. Desirable Medical terminology Working within a complex multi-disciplinary acute NHS environment. Using an Electronic Patient Record or Patient Administration System Skills and Knowledge Essential Excellent written communication skills, including ability to concisely summarise a problem and propose solutions to colleagues Superb oral communication skills, particularly having difficult conversations on telephone, which may involve understand employees' personal circumstances Ability to train team members IT skills including use of Microsoft Office software, particularly Excel, Word, PowerPoint, Teams, Outlook, SharePoint Understanding of principles of information governance and confidentiality, with regards to both patient and employee data. Organisational and prioritisation skills Ability to work autonomously and use own initiative Ability to problem solve, even under time pressure; ability to thoroughly fact find, to ensure that any solution put in place does not result in unforeseen repercussions. Ability to know when to escalate an issue to more senior colleagues Desirable Knowledge of Terms and Conditions of Service for NHS Doctors and Dentists in Training (England) Understanding of Service Improvement principles and their application Personal Qualities Essential Ability to quickly form excellent working relationships with colleagues, particularly with limited face to face interactions, to solve problems Highly organised Self-motivated and proactive Reliable and methodical, taking responsibility to punctually complete any actions agreed with colleagues; providing assurance to colleagues that the rotas are in a 'safe pair of hands'. Ability to concentrate for long periods of time using VDUs (screens) and to complete tasks with a high level of accuracy, with strategies to check own work for accuracy. Ability to deal with interruptions and ensure that previous tasks are completed accurately once interruption has been dealt with Use of Keyboard skills to ensure accurate and quick data inputting into rotas. Disciplined to constantly refer to Standard Operating Procedures, rather than rely on own memory. Flexible in approach to respond to frequently changing demands and deadlines; Ability to re-prioritise workload as new issues become apparent. Empathetic; ability to balance colleagues' wellbeing and needs with those of the service and patients Committed to effective team skills Person Specification Qualifications Essential GCSE (or equivalent) in English and Mathematics, at grade C/4 or above NVQ Level 3 in Business Administration or equivalent A commitment to continued professional development Experience Essential Previous administrative experience, including use of spreadsheets. Experience of developing and maintaining rotas or timetables Significant experience of developing and maintaining effective working relationships with a range of colleagues (e.g. clinicians, administrative colleagues and management colleagues) in local teams and teams across the organisation Experience of working with limited supervision, and working remotely, but still be able to work effectively with colleagues, mainly communicating via telephone and email. Experience of working with highly confidential and sensitive employee information (some of which may be distressing regarding staff personal circumstances) and understand boundaries in which information should be shared and received. Experience of training colleagues formally or informally. Desirable Medical terminology Working within a complex multi-disciplinary acute NHS environment. Using an Electronic Patient Record or Patient Administration System Skills and Knowledge Essential Excellent written communication skills, including ability to concisely summarise a problem and propose solutions to colleagues Superb oral communication skills, particularly having difficult conversations on telephone, which may involve understand employees' personal circumstances Ability to train team members IT skills including use of Microsoft Office software, particularly Excel, Word, PowerPoint, Teams, Outlook, SharePoint Understanding of principles of information governance and confidentiality, with regards to both patient and employee data. Organisational and prioritisation skills Ability to work autonomously and use own initiative Ability to problem solve, even under time pressure; ability to thoroughly fact find, to ensure that any solution put in place does not result in unforeseen repercussions. Ability to know when to escalate an issue to more senior colleagues Desirable Knowledge of Terms and Conditions of Service for NHS Doctors and Dentists in Training (England) Understanding of Service Improvement principles and their application Personal Qualities Essential Ability to quickly form excellent working relationships with colleagues, particularly with limited face to face interactions, to solve problems Highly organised Self-motivated and proactive Reliable and methodical, taking responsibility to punctually complete any actions agreed with colleagues; providing assurance to colleagues that the rotas are in a 'safe pair of hands'. Ability to concentrate for long periods of time using VDUs (screens) and to complete tasks with a high level of accuracy, with strategies to check own work for accuracy. Ability to deal with interruptions and ensure that previous tasks are completed accurately once interruption has been dealt with Use of Keyboard skills to ensure accurate and quick data inputting into rotas. Disciplined to constantly refer to Standard Operating Procedures, rather than rely on own memory. Flexible in approach to respond to frequently changing demands and deadlines; Ability to re-prioritise workload as new issues become apparent. Empathetic; ability to balance colleagues' wellbeing and needs with those of the service and patients Committed to effective team skills 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. 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. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. 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. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Sheffield Teaching Hospitals NHS Foundation Trust Address Northern General Hospital Herries Road Sheffield S5 7AU Employer's website https://www.sth.nhs.uk (Opens in a new tab)