Lead Workforce Rota Coordinator

We are looking for an experienced and proactive Lead Workforce Rota Coordinator to oversee rota coordination across multiple services  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.

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.

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.

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 (Rota Master), 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.

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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.

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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.

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Team Working

Work as an…