Job summary Senior Rota Coordinators Band 5 Site: Chelsea & West Middlesex Senior Rota Coordinator: Urology, General Surgery, Colorectal, Breast, and Emergency Surgery Senior Rota Coordinator: T&O, Plastic Surgery, Oral Surgery, Ophthalmology and Podiatry. We are looking for two enthusiastic and self-motivated candidates to join the Planned Care Division at Chelsea and Westminster Hospital - covering both CW and WM site. You will play a pivotal role in ensuring the smooth and efficient operation of medical rotas within the Planned Care Division. The aim of this role is to support the medical staffing provision within the Division. In particular, the post-holder will focus on rota management for Junior & Middle-grade Doctors, as well as Consultants. The role will also involve supporting with and leading on junior doctor induction, recruitment into vacancies and filling any arising short and long-term gaps within the General Surgery and T&O and Orthopaedic services. The post holder will be required to work closely with Service Managers, College Tutors and clinical teams, including team leaders, nursing and medical staff, finance, HR and liaise with a range of staff internally and externally across the Trust. To adapt quickly and effectively in different environments, able to be flexible when faced with challenging situations and provide full support for the Clinical Leads and College Tutors. PLEASE NOTE ADVERT WILL BE CLOSED ONCE SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED Main duties of the job Your organisational skills and ability to manage competing priorities will be crucial in maintaining optimal staffing levels across various departments, supporting the delivery of high-quality patient care. This is an excellent opportunity to further your career in healthcare administration while contributing to the effective running of clinical services. If you're a proactive, detail-oriented professional with a passion for supporting healthcare teams, we would love to hear from you. The aim of this role is to support the medical staffing provision within the Division. In particular, the post-holder will focus on rota management for Junior & Middle-grade Doctors, as well as Consultants. The role will also involve supporting with and leading on junior doctor induction, recruitment into vacancies and filling any arising short and long-term gaps within the General Surgery services. 1. Senior Rota Coordinator: Urology, General Surgery, Colorectal, Breast, and Emergency Surgery. 2. Senior Rota Coordinator: T&O, Plastic Surgery, Oral Surgery, Ophthalmology and Podiatry. Please note: This is a full-time role at Chelsea & Westminster Hospital, covering both hospital sites (West Middlesex & Chelsea Hospital). 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 sitesChelsea and Westminster Hospital and West Middlesex University Hospitalalong 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 are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed." 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 17 April 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year Plus Inner or Outer HCAS Contract Permanent Working pattern Full-time, Flexible working Reference number 289-PC-12 Job locations Cross site: Chelsea and Isleworth London TW7 6AF Job description Job responsibilities Main responsibilities Organising the electronic rota, allocating all the consultants, registrars and junior grades to theatres, clinics, on-calls and other services across both hospital sites Feed- back to senior management when efficiencies can be made. Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for staff. This includes the cross cover of the anaesthetic team for sickness and annual leave cover as well as manages study leave and annual leave requests. 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 trainees Support the development, management and implementation of project plans for service development and quality improvement Work closely with clinicians, practitioners and clinical administration to ensure seamless and timely service for the operational delivery of theatres 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 Develop and distribute rotas for staff within the division as required Liaise with other administrative staff, other departments and members of the Trust and public to ensure the smooth running of the service Support the senior management team with processes and paperwork relating to staff within the division including recruitment and induction Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary Operational service delivery Work with the Manager to ensure optimal operational performance including the development of efficient and effective systems and processes. Have an understanding of the patient pathway and highlight issues with delivery and propose solutions Have oversight of the effective flow of patient records to and from the service, managing any issues promptly and efficiently and working with health records staff and senior managers and clinicians to resolve ongoing issues Work with colleagues to ensure effective clinic utilisation and capacity planning. Ensure that staff are aware of and engaged with the performance statistics, targets and priorities to be achieved. Support the monitoring of compliance with internal and external governance and best practice requirements Support the implementation and overall management of support systems, control processes and risk management arrangements to ensure effective delivery of services Assist with the design and implementation of audits in collaboration with the Assistant Service Manager or Service Manager Assist with preliminary investigation of complaints as delegated by the Assistant Service Manager or Service Manager, in line with Trust policy and ensuring all sensitive information is handled appropriately. Contribute to the modernisation of patient services through involvement in working groups determining strategies and priorities for service improvement Seek out examples of best practice which might be introduced within the service Ensure that the highest standards of customer care are consistently applied within the Service Performance Management Support the Assistant Service Manager or Service Manager to ensure effective processes and procedures are in place to collate, monitor and track performance, working with Trust performance staff In collaboration with the Assistant Service Manager or Service Manager, develop and deliver productivity and access targets. Support the Assistant Service Manager or Service Manager to ensure all relevant datasets are accurate and submitted within the timescales provided. Escalate issues of concern to the Assistant Service Manager or Service Manager and where necessary meet with stakeholders to discuss concerns and capture agreed remedial actions Constantly review, streamline and update processes for capturing data in order to improve quality within the department Support the Assistant Service Manager or Service Manager with the collation, presentation and, as appropriate the analysis of data so that the General Manager and clinical lead have access to timely and accurate information on all key performance indicators Work closely with the administrative team managers to ensure all processes for bookings and cancellations are made in a timely manner dealing with or escalating any concerns regarding capacity. PLEASE SEE JOB DESCRIPTION AND PERSON SPECIFICATION FOR FULL DUTIES OF THE POST Job description Job responsibilities Main responsibilities Organising the electronic rota, allocating all the consultants, registrars and junior grades to theatres, clinics, on-calls and other services across both hospital sites Feed- back to senior management when efficiencies can be made. Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for staff. This includes the cross cover of the anaesthetic team for sickness and annual leave cover as well as manages study leave and annual leave requests. 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 trainees Support the development, management and implementation of project plans for service development and quality improvement Work closely with clinicians, practitioners and clinical administration to ensure seamless and timely service for the operational delivery of theatres 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 Develop and distribute rotas for staff within the division as required Liaise with other administrative staff, other departments and members of the Trust and public to ensure the smooth running of the service Support the senior management team with processes and paperwork relating to staff within the division including recruitment and induction Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary Operational service delivery Work with the Manager to ensure optimal operational performance including the development of efficient and effective systems and processes. Have an understanding of the patient pathway and highlight issues with delivery and propose solutions Have oversight of the effective flow of patient records to and from the service, managing any issues promptly and efficiently and working with health records staff and senior managers and clinicians to resolve ongoing issues Work with colleagues to ensure effective clinic utilisation and capacity planning. Ensure that staff are aware of and engaged with the performance statistics, targets and priorities to be achieved. Support the monitoring of compliance with internal and external governance and best practice requirements Support the implementation and overall management of support systems, control processes and risk management arrangements to ensure effective delivery of services Assist with the design and implementation of audits in collaboration with the Assistant Service Manager or Service Manager Assist with preliminary investigation of complaints as delegated by the Assistant Service Manager or Service Manager, in line with Trust policy and ensuring all sensitive information is handled appropriately. Contribute to the modernisation of patient services through involvement in working groups determining strategies and priorities for service improvement Seek out examples of best practice which might be introduced within the service Ensure that the highest standards of customer care are consistently applied within the Service Performance Management Support the Assistant Service Manager or Service Manager to ensure effective processes and procedures are in place to collate, monitor and track performance, working with Trust performance staff In collaboration with the Assistant Service Manager or Service Manager, develop and deliver productivity and access targets. Support the Assistant Service Manager or Service Manager to ensure all relevant datasets are accurate and submitted within the timescales provided. Escalate issues of concern to the Assistant Service Manager or Service Manager and where necessary meet with stakeholders to discuss concerns and capture agreed remedial actions Constantly review, streamline and update processes for capturing data in order to improve quality within the department Support the Assistant Service Manager or Service Manager with the collation, presentation and, as appropriate the analysis of data so that the General Manager and clinical lead have access to timely and accurate information on all key performance indicators Work closely with the administrative team managers to ensure all processes for bookings and cancellations are made in a timely manner dealing with or escalating any concerns regarding capacity. PLEASE SEE JOB DESCRIPTION AND PERSON SPECIFICATION FOR FULL DUTIES OF THE POST Person Specification Education and Qualifications Essential Educated to A-level or equivalent experience Administrative qualification or equivalent experience Desirable Customer service qualification / training Experience Essential Experience of Medical Rota Management. Experience of inducting, supervising and monitoring medical staff Experience working with performance data Intermediate use of MS Excel, Word and Powerpoint Evidence of ability to identify ways of improving systems NHS or Healthcare sector experience / experience of administrative procedures within Healthcare Experience of managing a busy administrative workload, with conflicting priorities Desirable Experience of producing reports for finance for bank and agency staff Experience of NHS theatres and electronic theatre booking systems Sound knowledge of acute hospital processes Skills and Knowledge Essential 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 Ability to manage own time and balance competing demands Good organisational skills in order to plan and prioritise workload Skill analysing data and building reports using software such as excel Analytical problem solving approach to identify problems Desirable Information analysis skills and knowledge of using data to improve services. Project management skills Skills building and managing roster Person Specification Education and Qualifications Essential Educated to A-level or equivalent experience Administrative qualification or equivalent experience Desirable Customer service qualification / training Experience Essential Experience of Medical Rota Management. Experience of inducting, supervising and monitoring medical staff Experience working with performance data Intermediate use of MS Excel, Word and Powerpoint Evidence of ability to identify ways of improving systems NHS or Healthcare sector experience / experience of administrative procedures within Healthcare Experience of managing a busy administrative workload, with conflicting priorities Desirable Experience of producing reports for finance for bank and agency staff Experience of NHS theatres and electronic theatre booking systems Sound knowledge of acute hospital processes Skills and Knowledge Essential 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 Ability to manage own time and balance competing demands Good organisational skills in order to plan and prioritise workload Skill analysing data and building reports using software such as excel Analytical problem solving approach to identify problems Desirable Information analysis skills and knowledge of using data to improve services. Project management skills Skills building and managing roster 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 Cross site: Chelsea and Isleworth London TW7 6AF Employer's website https://www.chelwest.nhs.uk/ (Opens in a new tab)