Band 4 Rota Co-ordinator/Administrator

Band 4 Rota Co-ordinator/AdministratorThe closing date is 05 December 2025An exciting opportunity has arisen for an enthusiastic Rota Coordinator/Administrator to join the Trauma and Orthopaedic Team at Heartlands, Good Hope and Solihull. The post holder will be a key member of the team and is expected to provide a comprehensive administrative support for Medical Rostering within the department, resolving day-to-day problems independently. Act as a source of advice and guidance, and the first point of contact for enquiries for the Trauma and Orthopaedic Consultant and Resident Doctor Rotas. You will need to ensure accurate records on the department roster, linking to rostering rules and decisions undertaken to ensure safe management of services whilst ensuring access to training requirements for our medical trainees.Main duties of the jobCommunicate in a courteous and professional manner, respond positively and promptly to enquiries and incoming calls. Deal with routine enquiries and ensure prompt liaison with the Medical Workforce team. Take the appropriate course of action to resolve roster gaps, liaising with other staff as appropriate.Be the first point of contact for queries and support to resident doctor rota queries for the department.Attend departmental meetings on a regular basis, this includes representing the operational team at Resident Doctor inductions and Resident Doctor Forums.Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.Build the weekly resident / consultant rotas onto Rota Cloud (Digital Rota Management Tool)Make decisions and take actions relating to queries relating the department medical roster.Problem solve and provide alternative solutionsAssist with the collection and provision of statistical data as required and the ability to extract, manipulate, analyse complex data sets and communicate them in an easy-to-understand manner.Organise own day-to-day work and prioritise team tasks as required showing an ability to prioritise to achieve set timescales.Ability to forwards plan and maintain a pro-active approach to return to works and upcoming stage meetings.Ensure rota gaps are managed efficiently following set rules and guidelines.Responsible for Resident doctor return to work completionAbout usUniversity Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.Job responsibilitiesPlease note: For a detailed job description for this vacancy, please see attached Job DescriptionPerson SpecificationQualificationsGood General Education (e.g. GCSE English and Maths A-C GCSE LEVEL 9-4)Business Administration NVQ level 3 or equivalent experience in an administrative environmentExperienceExperience of dealing with the Public/Customer service experienceExperience of working in a Secretarial/ Administrative role with a proven track record of problem solvingExperience of dealing with the Public/Customer service experienceGood Organisational skillsAble to use own initiative and deal with the unpredictableAble to work under pressure and to multi-taskAble to work to deadlinesExperience of working in a busy environmentExperience of working in HealthcarePrevious experience of transcribing formal minutesAdditional CriteriaKnowledge of dealing with non-routine issues such as problem solving for an area of workGood communication / customer care skills both written and verbal demonstrating sympathy and compassionGood organisational skills and ability to multitaskAbility to deal professionally with enquiries from staff, patients and visitorsUnderstand confidentiality and apply the principles in everyday working practiceAbility to pay attention to detail where there are predictable interruptions to the work patternAbility to deal with stressful situations and sensitive issuesWork effectively and flexibly as part of a team to meet the needs of the servicesConfident in dealing with people at all levelsMust be able to demonstrate an understanding of equality and diversityMature open and flexible approach to workDemonstrates care and compassionGood inter-personal and communication skills.Good organisational skillsAbility to travel to multiple sitesAbility to work under pressure and deal with stressful situationsDisclosure and Barring Service CheckThis 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 nameUniversity Hospitals Birmingham NHS Foundation Trust #J-18808-Ljbffr