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Rota Coordinator

2 months ago

Birmingham, Birmingham, United Kingdom Prometheus Safe and Secure Full time

About the Role

We are seeking a highly organized and detail-oriented Rota Coordinator to join our team at Prometheus Safe and Secure. As a key member of our operations team, you will be responsible for managing and coordinating our frontline staffing rotas to ensure accurate and compliant scheduling.

Key Responsibilities

  • Develop and maintain accurate and compliant frontline staffing rotas, ensuring adherence to organizational standards.
  • Coordinate changes to rotas and communicate effectively with relevant stakeholders.
  • Monitor and coordinate all rotas across the company to ensure adequate coverage and compliance with organizational requirements.
  • Identify gaps and trends in rotas and take proactive measures to address them.

Leave Management

  • Be the primary point of contact for frontline staff regarding leave requests, shift swaps, cover, and related issues.
  • Coordinate all frontline clinical staff requests for leave, ensuring adherence to local guidelines and maintaining minimum staffing levels.
  • Log and monitor all types of leave for frontline staff, including annual leave, study leave, and other forms of absence.

Absence Reporting

  • Be the first point of contact for frontline staff reporting sickness absence and other types of absence.
  • Ensure timely recording of absences and facilitate return-to-work interviews for clinical staff and their line managers.
  • Compile absence spreadsheets and record staff absence in the appropriate database and produce reports as necessary to track trends and patterns.

Systems Maintenance

  • Responsible for maintaining one or more systems related to frontline staffing rostering, leave management, and absence tracking.

Person Specification

Qualifications

  • Minimum of English and Maths at GCSE or above and/or evidence of appropriate employment/work experience.
  • Evidence of undertaking additional skills training, willingness to develop further.

Experience

  • Experience in rostering, scheduling, or workforce management, demonstrating strong organizational and administration skills.
  • Demonstrable ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment.
  • A proactive and collaborative approach to teamwork, with a focus on delivering high-quality support to frontline staff and line managers.
  • Effective collaborator, maintaining robust working relationships with key individuals and teams.
  • Proficiency in Microsoft Excel and other relevant software for data management and analysis.
  • Strong organizational skills, with the ability to prioritize tasks effectively and manage multiple deadlines.

Skills

  • Strong planning skills coupled with meticulous attention to detail and accuracy and ability to maintain accurate records.
  • Skilled in problem-solving, demonstrating initiative to explore options and engage colleagues for support in implementing mitigation plans and solutions for maintaining appropriate staffing levels.
  • Proactive in driving improvements within own role and team's approach to rota management.
  • Capable of balancing competing priorities, meeting challenging deadlines, and engaging with colleagues to address concerns and devise contingency plans and solutions.
  • Communication Skills:
  • Excellent communication and interpersonal abilities, with the capacity to liaise effectively with staff at all levels.
  • Able to remain calm in managing competing demands whilst communicating with others
  • Excellent verbal and written communication skills
  • Ability to communicate effectively, by being tactful and diplomatic at all times