Rota Administrator

Job summary

We are looking for a Rota Administrator. If you love building relationships and have the ability to communicate well this could be the role for you.

You'll join our Urgent Care Operations Team.

We are a not-for-profit, community interest company and our main purpose is to support Primary Care across Suffolk, including support with working collaboratively and at scale. We also deliver a portfolio of NHS services across Suffolk and North East Essex, including Podiatry, Ultrasound, Diabetes, as well as Urgent Care Services including the Out of Hours face-to-face Service in Suffolk.

Main duties of the job

Coordinating and maintaining staff rotas to ensure safe and effective service delivery across our services.

Building positive working relationships with bank staff and employees, encouraging shift uptake and identifying suitable cover, often at short notice.

Acting as a first point of contact for rota and staffing queries, responding professionally to telephone calls, emails and other communications from bank staff and managers.

Supporting the wider operations team by managing staffing gaps, updating workforce systems and ensuring accurate records are maintained.

Working in a fast-paced environment where priorities can change quickly and where excellent organisational skills are essential.

About us

Suffolk GP Federation CIC is a not-for-profit community interest company. Our main purpose is to support Primary Care across Suffolk including support with working collaboratively and at scale. We also deliver a portfolio of NHS services across Suffolk and North East Essex, including Podiatry, Ultrasound, Diabetes, as well as urgent Care Services including the Out of Hours face-to-face Service in Suffolk.

Job responsibilities

Is it for me?

We will work alongside the successful candidate to ensure they are sufficiently inducted and trained; there will be regular constructive supervision in place. It is important to us that you feel safe and supported in the role.

You may be the right person for this role if you:

• Love speaking with people over the phone and building relationships
• Have experience working in a busy, fast-paced administrative, scheduling or workforce planning environment.
• Are an excellent communicator with the confidence to build strong working relationships with employees, managers and bank staff.
• Are resilient, proactive and able to remain calm when sourcing cover for shifts at short notice.
• Have strong organisational and problem-solving skills with excellent attention to detail.
• Are comfortable dealing with telephone enquiries and resolving queries professionally and efficiently.
• Have experience in healthcare, workforce scheduling or rota management (desirable but not essential).

Contract type: Fixed Term, Full time average 37.5 hours per week over 6 days, Monday - Saturday. 

• Please include a CV with your application
• Previous applicants need not apply

What we can offer you:

• A strong ethos of flexible working, to help us maintain (or reclaim) that work/life balance.
• Innovative teams who strive in forward thinking, with a voice that is heard.
• A visible and supportive management team, with operational support that get it.
• Excellent IT teams & support giving us first class equipment and no wait responses.
• A commitment to personal development, training, and leadership opportunities, with service-managed training budgets.
• Cycle to work scheme.
• Death in service cover.
• Competitive salaries with annual benchmarking.
• 27 days holiday (plus bank holidays) on starting, rising to 29 days (plus bank holidays) after 5 years service.
• Blue Light Card employer access to thousands of discounts online and on the high street.

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.

Person specification

See Person Specification

Essential

• Excellent communicator with confidence speaking on the telephone to colleagues

Desirable

• Previous rota fill experience would be a benefit