Workforce (Rota) Coordinator

Main duties of the jobThe post holder will be responsible for ensuring our clinical rotas are fully resourced across the multiple services Nimbuscare delivers.
They will be responsible for ensuring all clinical rotas are coordinated efficiently, liaising with medical staff to ensure adequate cover is provided at all times.
You will be responsible for maximising the skills and resources within this cohort of staff and will be responsible for the booking of locums in order to ensure cost effective and safe staffing levels within all clinical services.
The post holder will ensure an appropriate level of skill mix is maintained at all times in line with service provision and clinical safety.
The post holder will work accurately under pressure with the ability to manage and prioritise their own workload.
This position is a demanding and fast-paced role which requires excellent organisational, interpersonal and communication skills.
The successful candidate will be expected to work autonomously and prioritise effectively.
The successful candidate will be given full training and a comprehensive induction programme.
About usNimbuscare is a not-for-profit Organisation that aims to be a collaborative and agile provider that cares for its people and patients.
Nimbuscare is based in York and is owned by all the practices in the city; however, we deliver services over a wider footprint.
We deliver Urgent Care Services in collaboration with the hospital and GP practices in York, Scarborough, Selby, Malton, and Whitby.
We also provide community-based frailty care which focuses on treating people in the community where we can.
We also aim to shift services into the community where possible, for example, our Community Diagnostic Centre runs in partnership with the Acute Trust.
We are committed to contributing towards a better NHS based on equity, fairness, innovation, collaboration, and quality.
We are committed to safeguarding the welfare of children/vulnerable adults and expect the same commitment from all staff and volunteers.
Nimbuscare is committed to improving the diversity of its workforce to better reflect the communities it serves.
We welcome applications from everyone and work to promote an inclusive supportive culture that values and celebrates our differences.
As a Disability Confident Committed employer, disabled applicants who meet the essential criteria for this job are guaranteed an interview.
Nimbuscare holds a license to sponsor visa applications.
Job responsibilitiesMain Duties and Responsibilities:
Develop, maintain, and co-ordinate a comprehensive rota schedule proactively ensuring the clinical rotas across Nimbuscare clinical services are resourced to the required levels each day.To be the main point of contact for clinical rota matters.Identifying workforce gaps, acting on planned and unplanned absence to ensure service delivery is maintained and escalated where necessary.Ensure that rotas are reflective of planned service delivery to ensure sufficient resource and safe staffing numbers.Identify and highlight opportunities to make improvements to the clinical rotas that will improve patient experience, support our workforce, and reduce pressure on the services.Utilise the clinical rota system (Rotamaster) including supporting clinicians with set up, shift booking and responding to queries as required.Ensure shifts are updated on the clinical rota system on a daily basis to reflect actual hours worked to support with Payroll.Respond to queries from clinicians regarding the rota and to provide information in line with protocol and procedures.Ensure that all tasks in relation to Payroll are completed accurately and in line with agreed timescales, working in collaboration where needed with the wider HR Team.Participate in the preparation and administration of audit information.Build and maintain effective relationships with clinical staff working within the services.To provide a timely response to all rota queries, resolving problems using own initiative where possible.Recording and reporting of sickness absence for clinical staff.Communicate with clinical staff on rotas to maintain excellent communication skills, resolve problems and issues and escalate where appropriate.Provide reports on rotas as requested.As part of the wider team, to review working practices and suggest improvements, ensuring continual quality improvement.Required to comply with all relevant national and local statutory and mandatory requirements including Health and Safety, Infection Control.Stay up to date with relevant employment laws, guidelines and regulations to ensure the rota adheres to legal requirements.Be the point of contact and liaise with recruitment agencies to source locums.Ensure all new starters receive a local induction to the relevant service, as well as accompanying documentation.Business responsibilities:
Maintain ethos and culture of Nimbuscare Limited.Positively promote Nimbuscare Limited both in and out of the workplace.Attend educational and staff meetings as requested.To support the introduction of new working processes to optimise quality.To build and maintain relationships with relevant personnel.Learning and development:
Participation in individual performance reviews, including maintaining a record of own personal and/or professional development.Make effective use of learning opportunities within and outside the workplace.Undertake mandatory and statutory training as required.Confidentiality:
To understand and be aware of the confidentiality of information gained during the course of your duties, which may include access to personal information relating to clients, patients, and members of staff.
It is expected that you understand the importance of treating information in a discreet and confidential manner.Health & Safety:
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.Making effective use of training to update knowledge and skills.Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.Equality and Diversity:
To actively support equality, diversity, and inclusion and ensure that all work colleagues, patients, and staff are valued and treated with dignity and respect.Person SpecificationQualificationsGood standard of general education up to A Level / Level 3.OtherVDU use.Flexibility to meet the needs of the service.Own transport.Strong ability to communicate clearly and effectively on a range of complex resourcing issues.Ability to work with senior managers and staff in a busy and changing environment to agree appropriate, effective, and pragmatic solutions to service needs.Ability to identify problems and develop appropriate and pragmatic solutions to meet them.Good negotiating and influencing skills.Comprehensive IT skills including Outlook, Word, and Excel.Works well with others, is positive and helpful, listens and involves, respects and learns from the contribution of others.ExperienceMinimum of 1 year's experience of administering rotas / shifts for staff groups.Proven experience of working with clinical systems e.g., SystmOne.Experience of working in a fast-paced and changing environment.To prioritise own workload effectively and multi-task.Excellent attention to detail.Ability to work to a high standard of accuracy.Excellent communication skills written and verbal.Rota design and implementation knowledge.Responds pro-actively and positively to a role that is demanding, varied, and time-sensitive.An understanding of differing clinical remits within a Primary Care setting.Disclosure 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.
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