Rota Support Administrative Assistant

Are you highly organised, proactive and confident working in a fast-paced environment? Do you enjoy being at the centre of a team that keeps vital services running smoothly?
We are looking for a motivated and detail-focused Rota Support Administrative Assistant to join our Planned Care Surgical Directorate, supporting Colorectal, Upper GI, Urology and Vascular services.
This is a pivotal administrative role at the heart of safe medical staffing. You will support the management of resident doctor and consultant rotas across multiple specialties, helping to ensure our clinical teams are safely staffed and our services run efficiently. From monitoring the rota inbox and responding to queries, to supporting sickness processes, coordinating meetings and providing high-quality minute taking, you will play an essential part in maintaining effective workforce coordination.
You will work closely with the Rota Co-Ordinator, clinicians and operational leaders in a dynamic and supportive environment where no two days are the same. This role offers excellent exposure to workforce management within the NHS and is ideal for someone who thrives on organisation, communication and making a tangible difference behind the scenes.
If you are professional, resilient, adaptable and take pride in accuracy and teamwork, we would love to hear from you., As a Rota Support Administrative Assistant, you will provide essential administrative support to ensure the smooth running of resident doctor and consultant rotas across multiple surgical specialties.
Your key responsibilities will include:
+ Monitoring and managing the shared rota inbox, responding to routine queries and escalating urgent staffing issues appropriately
+ Supporting the administration of annual leave, study leave and short-term sickness processes in line with Trust policies
+ Maintaining accurate rota trackers and workforce records using Microsoft Excel and Teams
+ Assisting with the coordination of rota changes and communicating updates to clinical teams
+ Organising meetings, preparing agendas and papers, and providing high-quality minute taking and action tracking
+ Supporting short-term sickness reviews and ensuring documentation is completed and filed appropriately
+ Liaising professionally with resident doctors, consultants, ward teams, Medical Staffing and HR
+ Maintaining confidentiality when handling sensitive workforce information
This is a fast-paced and varied role where attention to detail, organisation and strong communication skills are essential. Your work will directly support safe staffing and the effective delivery of surgical services.

Working for our organisation
You will be joining a busy and supportive Planned Care Surgical Directorate, delivering services across Colorectal, Upper GI, Urology and Vascular specialties. Our teams are committed to providing high-quality, safe and patient-centred care, and we recognise that effective workforce coordination is fundamental to achieving this.
As part of our operational team, you will work closely with clinicians, managers and corporate colleagues in a collaborative and respectful environment. We value professionalism, teamwork and continuous improvement, and we are committed to supporting staff development at every stage of their career.
Working within the NHS offers a rewarding opportunity to contribute to services that make a real difference to patients and the wider community. In return, we offer a comprehensive range of benefits, including generous annual leave, NHS pension scheme membership, access to staff wellbeing initiatives and opportunities for personal and professional development.
If you are looking for a role where your organisational skills and attention to detail will have a meaningful impact on service delivery, we would be delighted to welcome you to our team.
Why Work With Us, You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a 'Staff Carers' policy which includes flexible working where possible and a Carer's Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION
+ We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
+ Please read the job description carefully and tailor your application to reflect the requirements of the role.
+ Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
+ Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
+ Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
+ If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
+ It is your responsibility to ensure the timely receipt of appropriate references.
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.