About this role
Job summary
We are looking for an experienced and proactive Lead Workforce Rota Coordinator to oversee rota coordination across multiple services at Nimbuscare. You will lead workforce planning, ensure safe and effective staffing, manage rota escalations and support continuous improvements to our rota processes and systems.
For full details, please see supporting documents for the full job description attached.
Please note: sponsorship is not available for this role.
Main duties of the job
Working closely with the Service Leads & Service Delivery Manager, clinicians, HR and external agencies, the post holder will ensure efficient deployment of staffing resources, proactive management of workforce gaps. They will also support the ongoing development of rota systems, processes and reporting to improve service delivery, workforce experience and patient care.
The post holder will be expected to work autonomously in a demanding and fast-paced environment, demonstrating excellent organisational, leadership, communication and problem-solving skills.
About us
Nimbuscare 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.
Job description
Job responsibilities
Main Duties and Responsibilities
Provide day-to-day leadership and line management to the rota coordination team, including supervision, support, training and performance management.
Conduct regular 1:1 meetings, appraisals and development reviews with direct reports.
Promote a positive, collaborative and high-performing team culture.
Allocate workload across the team to ensure rota queries and operational demands are managed effectively.
Act as an escalation point for complex rota issues, staffing concerns and service pressures.
Lead on the continuous review and improvement of rota processes, systems and ways of working.
Develop, maintain and coordinate comprehensive rota schedules, proactively ensuring all clinical rotas across Nimbuscare services are resourced to required staffing levels.
Ensure rotas reflect planned service delivery, skill mix requirements and clinical safety standards.
Monitor workforce capacity and identify staffing gaps, responding to planned and unplanned absences to maintain service continuity.
Act as the lead point of contact for all clinical rota matters.
Build and maintain effective working relationships with clinicians, operational teams and external staffing agencies.
Utilise and oversee the effective use of the clinical rota system (RotaMaster), supporting staff with setup, shift booking and system queries.
Ensure rota systems are updated daily to accurately reflect hours worked and support payroll processes.
Produce and analyse rota and workforce reports, identifying trends, risks and opportunities for improvement.
Ensure all payroll-related rota tasks are completed accurately and within agreed timescales.
Work collaboratively with the HR and Finance teams to resolve payroll discrepancies and staffing queries.
Maintain accurate records relating to sickness absence, annual leave and staffing activity.
Participate in audit preparation and provide workforce information as required.
Identify opportunities to improve rota efficiency, workforce utilisation and staff experience.
Support the implementation of new systems and processes to optimise service quality and operational effectiveness.
Ensure all activities are undertaken in accordance with organisational policies, governance frameworks and statutory requirements.
Business Responsibilities
Maintain and promote the ethos and culture of Nimbuscare Limited.
Positively represent Nimbuscare both internally and externally.
Attend management, educational and staff meetings as required.
Build and maintain strong professional relationships with internal and external stakeholders.
Support organisational change initiatives and service developments.
Learning and Development
The post holder will participate in any training programme implemented by Nimbuscare Limited, including:
Participation in individual performance reviews and development planning.
Supporting the learning and development of team members.
Making effective use of learning opportunities both within and outside the workplace.
Undertaking mandatory and statutory training as required.
Team Working
Work as an effective leader and team member, supporting collaboration and innovation.
Delegate tasks appropriately and support effective workload prioritisation across the team.
Contribute to team initiatives that improve patient care and operational performance.
Encourage reflective practice and continuous improvement within the team.
Confidentiality
Maintain strict confidentiality regarding all patient, staff and organisational information.
Ensure information is handled in accordance with data protection legislation and organisational policies.
Health & Safety
Identify and manage risks associated with work activities.
Ensure compliance with infection prevention and control procedures.
Maintain safe working practices and report risks or incidents appropriately.
Equality, Diversity and Inclusion
Actively promote equality, diversity and inclusion.
Ensure all colleagues, patients and stakeholders are treated with dignity and respect.
Quality
Promote a culture of quality improvement and accountability.
Monitor standards within the rota function and escalate concerns where necessary.
Participate in audit and governance activities.
Work effectively with internal and external partners to support patient needs.
Maintain a professional image and standard of conduct at all times.
Communication
Communicate effectively with colleagues, clinicians, managers and external stakeholders.
Provide clear guidance and support on rota and workforce matters.
Adapt communication methods to meet the needs of different individuals and situations.
Other
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. You may be required to undertake other duties appropriate to the grade of the post.
Person Specification
Experience
Essential
- Minimum of 2 years experience in a similar role
- Minimum of 2 years line management Experience
- Experience leading or supervising staff in a fast-paced environment
- Excellent organisational skills with ability to prioritise and multitask effectively
- Excellent attention to detail and high standards of accuracy
- Excellent written and verbal communication skills
- Ability to work proactively under pressure in a demanding and time-sensitive role
- Strong IT skills including Outlook, Word and Excel
Desirable
- Workforce planning experience
- Experience using RotaMaster
- Experience in Primary Care or NHS settings
- Experience using clinical systems such as SystmOne
Competencies/Qualities/Attributes
Essential
- Strong leadership and team management skills
- Ability to communicate effectively on complex workforce and resourcing issues
- Ability to work collaboratively with senior managers and clinicians to develop pragmatic staffing solutions
- Positive, supportive and collaborative approach to team working
Qualifications
Essential
- Good standard of general education to A Level / Level 3 or equivalent
Desirable
- Leadership or management qualification
Other
Essential
- VDU use
- Flexibility to meet service needs
Desirable
- Own transport
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
Nimbuscare
Address
Nimbuscare Head Office
Gateway 1, Holgate Park Drive
Holgate
York
YO26 4GG
United Kingdom
Employer's website
https://www.nimbuscare.co.uk/ (Opens in a new tab)