About this role
Job summary Job Purpose
To ensure the effective and efficient management of clinical rotas across multiple BSF service sites, supporting service continuity, clinician compliance, and strong working relationships with internal and external stakeholders. This role also includes maintaining HR compliance and user access through the SmartSpace system, proactive communication with clinicians, and managing the onboarding process for new starters.
Main duties of the job
Manage and coordinate staff rotas across SmartCare service sites, monitor cancellations and arrange urgent cover when required. Manage the recruitment inbox, process applications, arrange interviews and coordinate inductions for new starters. Onboard clinical staff and ensure all required documentation, DBS checks and compliance requirements are completed. Maintain accurate staff records and manage access to SmartSpace and other relevant systems. Communicate regularly with clinicians regarding rota matters, service updates and feedback. Coordinate responses to complaints and support the Clinical Lead with relevant information. Liaise with external services, recruitment agencies, GPs and locum clinicians, building strong professional relationships. Monitor rota trends and provide updates to management. Undertake general administrative duties to support effective rota management, recruitment and service delivery.
About us
Birmingham SmartCare Federation is a collaborative healthcare organisation supporting GP practices, primary care networks and NHS services across Birmingham. Our team is made up of dedicated clinical and non-clinical professionals who work together to deliver high-quality, patient-centred services. We have a friendly, supportive and inclusive working environment where teamwork, professionalism and open communication are highly valued. Working at SmartCare provides opportunities to develop your skills, work alongside experienced healthcare professionals and contribute to services that make a positive difference to local patients and communities. We value our staff and encourage a positive work ethic, continuous learning and a strong commitment to delivering the best possible care.
Job description Job responsibilities
Communication Feedback
Send out communications to clinicians regularly providing updates on service changes policies or rota matters
Pass on feedback from clinicians to management promptly to support service improvements and address concerns
Coordinate gaining responses from clinical staff for any complaints received from any provider and send these to the Clinical Lead for sign off
Service Coordination
Request relevant logins for clinicians based on the service they will be delivering
Arrange and coordinate meetings with clinicians where necessary
Keep management informed if there are trends of regular clinicians cancelling shifts
Provide service and rota updates to management during monthly management meetings
External Liaison Relationship Management
Liaise directly with external services and third party providers
Build and maintain strong working relationships with recruitment agencies GPs and other locum clinicians
General Support
Undertake any other ad hoc administrative tasks as requested to support rota management and service delivery
Skills and Experience
Essential
Strong organisational and time management skills
Excellent communication skills both written and verbal
Ability to build and maintain effective working relationships
Experience with rota or schedule management
Attention to detail with a focus on accuracy and compliance
Proficient in Microsoft Office and other relevant administrative systems
Desirable
Previous experience in a healthcare NHS or clinical staffing environment
Knowledge of DBS processes and clinician onboarding requirements
Familiarity with SmartSpace or similar workforce management systems
Personal Attributes
Proactive and able to work independently
Flexible and adaptable to changing demands
Professional and confidential in handling sensitive information
Strong problem solving approach to ensure continuity of service
Person Specification
Experience Essential
Essential Strong organisational and time management skills. Excellent communication skills, both written and verbal. Ability to build and maintain effective working relationships. Experience with rota or schedule management. Attention to detail with a focus on accuracy and compliance. Proficient in Microsoft Office and other relevant administrative systems.
Desirable
Desirable Previous experience in a healthcare, NHS, or clinical staffing environment. Knowledge of DBS processes and clinician onboarding requirements. Familiarity with SmartSpace or similar workforce management systems.
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 Birmingham SmartCare Federation
Address Sparkhill Primary Care Centre
856 Stratford Rd
Birmingham
B11 4BW
United Kingdom
Employer's website http://www.smartcarebham.org.uk/ (Opens in a new tab)