Medicine - Rota Co-ordinator and Administrator


Company:	University Hospitals of Morecambe Bay NHS Foundation Trust
Salary:	£25,760 - £27,476 Pro rata per annum
Hours:	Part-time
Location:	Barrow In Furness, LA9 7RG
Job type:	Permanent
Posting date:	21 Oct 2026
Closing date:	20 Nov 2026

Apply for this job

Summary

A Vacancy at University Hospitals of Morecambe Bay NHS Foundation Trust.

The post holder will provide comprehensive administrative and rota coordination support to the Medicine Directorate, ensuring effective communication with the Operational and Directorate Leadership Teams on key workforce, rota, and service delivery matters. They will communicate relevant operational information, including sensitive or complex staffing issues such as compliance concerns, escalation of rota gaps, and mandatory training requirements. The role is responsible for processing and maintaining accurate records of annual leave, study leave, and other absences, ensuring timely communication to relevant teams to support safe staffing levels. In addition, the post holder will administer expense claims, coordinate the induction of new doctors including trainees and locums, and ensure that all onboarding requirements, such as IT and systems access, are in place. They will maintain accurate records of training, mandatory compliance, and appraisals,providingreportsasrequired,andwilldevelopandmanagedatabases,trackers,andspreadsheetstosupportworkforceplanning,rotamanagement,compliancemonitoring,andtheeffectivedeliveryofmedicalservicesacrosstheDirectorate.

TheTrustisseekingtorecruitaBand3RotaCoordinatorandAdministratortosupporttheMedicineTeam.Thepostholderwillberesponsibleforcoordinatingmedicalrotasinlinewithagreedworkpatternsandrelevantworkforceguidance,workingcloselywiththeLeadRotaCoordinatorandLeadershipTeam. Thisisanexcellentopportunitytoworkwithinasmall,supportiveteaminafast-pacedenvironment,wherenotwodaysarethesameandwhereeffectiverotamanagementplaysakeyroleinmaintainingsafemedicalstaffingandservicedelivery.

We operate from three main hospitals-Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises including Millom Hospital and GP Practice, Queen Victoria Hospital in Morecambe, and Ulverston Community Health Centre.

FGH and the RLI have a range of General Hospital services, with full Emergency Departments, Critical/Coronary Care units and various Consultant-led services.

WGH provides a range of General Hospital services, together with an Urgent Treatment Centre, that can help with a range of non-life threatening conditions such as broken bones and minor illnesses.

All three main hospitals provide a range of planned care including outpatients, diagnostics, therapies, day case and inpatient surgery. In addition, a range of local outreach services and diagnostics are provided from community facilities across Morecambe Bay.

Our Community Service for adults are provided in people's homes ,community centres, clinics, GP Practices, community hospitals. Our aim is to work with people to help them remain independent , improve their health and manage their conditions through high quality care , advice and support.

Administrative Support for Medical Staffing

• Provide comprehensive administrative support to the Medical Staffing Manager and wider Medicine Directorate, ensuring tasks, reports, presentations, and workforce information are completed accurately and within agreed deadlines.

• Support the Operational and Directorate Leadership Teams by providing timely workforce, rota, and staffing information, escalating issues where appropriate.

• Communicate sensitive or complex information relating to medical staffing, compliance, and workforce requirements in a professional and confidential manner.

• Process and maintain records of annual leave, study leave, special leave, and other absences for medical staff, ensuring timely communication to relevant departments and stakeholders.

• Process and administer expense claims for medical staff in accordance with Trust policies and procedures.

• Coordinate induction programmes for new medical staff, including trainees, locums, and agency doctors, ensuring all onboarding requirements such as IT access and mandatory documentation are completed.

• Maintain accurate records of mandatory training, appraisal compliance, and workforce development activity, providing reports and updates as required.

• Produce and present workforce, activity, and compliance reports for operational, governance, and divisional meetings.

• Develop, maintain, and monitor databases, spreadsheets, trackers, and electronic records to support workforce planning and service delivery.

• Support the maintenance and development of Directorate shared drives, intranet pages, and workforce information resources.

• Manage and prioritise workload independently, working within Trust policies and agreed objectives.

Rota Coordination

• Coordinate and maintain medical rotas and work schedules, ensuring all shifts are covered and staffing levels are maintained to support safe patient care.

• Identify, manage, and escalate rota gaps promptly, following agreed escalation processes and guidance.

• Arrange appropriate cover for rota shortfalls, working closely with medical staff, managers, bank services, and external agencies when required.

• Liaise with locum agencies and workforce providers to secure medical cover in a cost-effective and timely manner.

• Communicate rota changes effectively and negotiate amendments to working patterns with medical staff where necessary.

• Ensure rotas, work schedules, and staffing records are accurate, up to date, and distributed to relevant teams within agreed timescales.

• Act as the first point of contact for medical staff reporting sickness and other unplanned absences, ensuring all records are maintained in line with Trust policy.

• Monitor medical staffing levels and provide regular updates regarding staffing gaps, leave, sickness, and compliance requirements.

• Continuously review and improve rota management processes, administrative systems, and working practices to enhance efficiency and service delivery.

• Attend workforce, operational, and specialty meetings, contributing to discussions on staffing, service requirements, and service improvements.

General Administrative Duties

• Order and manage stationery, office supplies, and service resources, ensuring stock levels are maintained appropriately.

• Arrange meetings, interviews, induction sessions, and workforce-related events on behalf of the Medical Staffing Manager and Leadership Team.

• Manage diaries and coordinate meetings involving senior managers, medical staff, and external stakeholders.

• Prepare agendas, take accurate minutes, and monitor follow-up actions arising from meetings.

• Maintain accurate electronic and paper records in accordance with Trust policies, information governance standards, and data protection requirements.

• Provide support with general office administration, including document management, filing, photocopying, scanning, and correspondence.

• Support and supervise administrative colleagues where required, promoting effective team working and service delivery.

• Participate in mandatory training, continuing professional development, and appraisal processes to maintain and develop knowledge and skills relevant to the role.

• Contribute to continuous improvement initiatives that support the effective delivery of medical workforce and administrative services across the Directorate.

This advert closes on Wednesday 4 Nov 2026

Apply for this job