Rota Coordinator in Nottingham

Please note: There are 2 positions available for this role.

At Healthcare Business Solutions, we offer and provide numerous healthcare-based solutions to a variety of clientele. Whether it be patients, clinicians, or corporate businesses, we are always innovative. We consistently provide tomorrow's solutions, today.

The Rota Coordinator plays an essential role in supporting the delivery of reliable, efficient, and high‐quality rota fulfilment services across all HBSUK client programmes. Reporting to the Rota Fulfilment Lead, you will be responsible for the day‐to‐day coordination of staffing rotas, ensuring all shifts are accurately recorded, proactively filled, and maintained in line with service requirements, contractual standards, and workforce policies.

You will work closely with the wider Workforce team—including Recruitment, Compliance, and Operations Managers—to ensure workers are booked safely, appropriately, and efficiently. Using our rostering systems and Workforce Portal, you will maintain high‐quality data, monitor staffing gaps, communicate changes promptly, and ensure a smooth and professional experience for clinicians and internal stakeholders.

This role requires strong organisation, excellent communication skills, attention to detail, and the ability to work effectively in a fast‐paced, multi‐service operational environment.

To be considered for the role you will require the following:

• Essential Criteria:
• EDUCATION QUALIFICATIONS & TRAINING: GCSEs or equivalent experience, including strong literacy and numeracy skills.
• EXPERIENCE: Experience of rota coordination, workforce scheduling, or administrative support within a fast‐paced environment (healthcare preferred). Experience using rostering/CRM/HR systems or similar digital workforce tools. Proven ability to manage multiple priorities and maintain accuracy under pressure.
• KNOWLEDGE AND SKILLS: Excellent communication and customer service skills. Strong organisational ability and attention to detail. Ability to analyse information, identify issues, and escalate appropriately. Ability to work shift patterns that support operational service requirements.
• Desirable:
• EXPERIENCE: Experience in healthcare workforce environments or clinical staffing. Knowledge of NHS employment standards or clinical governance requirements. Experience using rota or workforce management software. Understanding of compliance processes related to staffing (DBS, RTW, registration).
• KNOWLEDGE AND SKILLS: Understanding of confidentiality, data protection and GDPR principles.

Within this position, you will mainly be:

• Rota Coordination & Fulfilment: Manage day‐to‐day rota coordination for assigned services, ensuring all shifts are recorded, updated and maintained accurately. Identify staffing gaps early and work proactively to fill them through available worker pools, self‐service bookings or escalations to the Rota Fulfilment Lead. Ensure all shift allocations are compliant with rostering rules, contractual requirements, worker availability, and compliance status. Respond to short‐notice changes, cancellations, and urgent cover needs in a timely and professional manner. Monitor fulfilment KPIs and keep the Rota Fulfilment Lead informed of risks, trends, or recurring issues.
• Systems, Data & Administration: Maintain accurate and up‐to‐date shift information within rostering systems and the Workforce Portal. Ensure worker availability, shift allocations and changes are logged correctly to support payroll accuracy and service delivery reporting. Flag data quality issues promptly and support system testing, updates, and workflow improvements. Contribute to audit readiness by ensuring compliance checks, worker details and documentation are consistently recorded.
• Worker & Stakeholder Communication: Act as the first point of contact for workers regarding shift confirmations, changes, cancellations, or queries. Provide clear, timely communication to clinical leads, operations teams and internal stakeholders when rota issues arise. Build positive working relationships with workers and internal teams to support a smooth fulfilment process. Escalate complex issues or risks to the Rota Fulfilment Lead as required.
• Reporting & Performance Monitoring: Produce weekly and monthly data summaries including shift fill rates, outstanding gaps, worker activity and cancellation rates. Support the Rota Fulfilment Lead in producing service reports and performance updates for the Head of Workforce. Contribute insights on rota trends, worker behaviour, or operational challenges to support continuous improvement.
• Team Support & Continuous Improvement: Support onboarding and training of new team members, sharing knowledge of systems and processes. Contribute to the development and embedding of best practice standards across the Rota Fulfilment team. Participate in service improvement initiatives, workflow reviews and system enhancement projects. Represent the fulfilment function in cross‐team activities where required.

Our Commitment to you: We are dedicated to promoting equality of opportunity for all employees and job applicants. In line with the Equality Act 2010, we strive to create and maintain a working environment in which everyone is able to make the best use of their skills, free from discrimination or harassment, and in which all choices are based on merit. No person is subjected to any less favourable treatment on any discriminatory grounds on the basis of age, disability, gender reassignment, marital or civil partner status, pregnancy and maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation.

If this opportunity is something which appeals to you, get in touch today, so we can ensure you have the best experience throughout your search.