Job summary
The Deputy Rota Team Manager will support the Rota Team Manager in the day-to-day coordination and delivery of Severnside's operational and clinical rotas. This role will help ensure that rotas are designed, managed, and maintained in line with service requirements, and that rota administration is delivered effectively.
Working closely with the Rota Team Manager and wider Rota Team, the Deputy will lead on designated aspects of rota creation and problem-solving, support the training and supervision of Rota Administrators, and act as a key point of contact for clinical and non-clinical colleagues on rota-related matters.
Main duties of the job
Rota Management and Coordination
- Lead in the management of the Severnside operational rota, including proactive planning (including for bank holidays) and responding to short notice absence/changes
- Manage the day-to-day upkeep of RotaMaster, ensuring accurate session data, shift information, and reporting.
- Support the timely and accurate recording of sessional cover, shift status, special rates, and sickness episodes.
Team Leadership and Supervision
- Provide day-to-day coaching and support to Rota Administrators, ensuring they are trained, competent, and have clarity on their responsibilities.
- Deputise for the Rota Team Manager when required, including during periods of absence.
Stakeholder Engagement
- Act as a key contact for clinicians and non-clinical staff regarding rota-related queries and processes.
- Assist with onboarding communications to new clinicians and staff, ensuring a smooth transition into the rota system.
System and Data Quality
- Maintain high standards of data accuracy within RotaMaster and other rota-related systems.
Please see the job description for a full list of the duties for this role.
About us
BrisDoc are a proud provider of NHS Healthcare who are passionate about delivering excellent 'patient care, by people who care' for 20 years. We run a diverse range of Primary Care Services including an Integrated Urgent Care Service, GP Practices and a Homeless Health Service. This enables BrisDoc to offer excellent healthcare 24 hours a day, 365 days a year.
We're a 'Social Enterprise' and an 'Employee Owned Trust' - this means the decisions we make, are for the good of our workforce, our wider community and the planet as a whole.By joining BrisDoc, you will be part of a multi-professional organisation that is a fantastic place to work; somewhere that you will feel valued, supported, developed and part of a family. We strive to make sure every member of the team feels proud of the work they do and the service that we offer to over 1 million patients across our region.
Job description
Job responsibilities
- Take responsibility for short notice cover arrangements, applying agreed escalation processes and communicating with relevant staff and managers.
- Allocate and process New Starter and CHOC forms in accordance with agreed timescales
- Build and maintain strong working relationships and great communication with the Service Delivery Team
- Build and maintain strong working relationships and great communication with the Clinical Admin Team
- Promote a collaborative and inclusive team culture, by developing a close working relationship with the rota team manager and offering guidance and supervision to the wider rota team to help maintain high standards of rota service delivery.
- Support the implementation and review of standard operating procedures and best practice within the team.
- Support effective working relationships with internal departments, including Service Leads, IT, and Clinical Governance, to enable accurate data capture and reporting.
- Assist in regular data reviews and audits to ensure the quality and timeliness of information, including CHOC forms and Care Plan entrie
Other Duties
- Provide administrative support for clinical recruitment and rota-related engagement events.
- Oversee elements of the Registrar process, including system set-up and coordination with relevant departments.
- Monitor and maintain accurate records for clinical audit support and practice liaison calls.
- Participate in regular team meetings, 1:1s, and performance development reviews.
- Maintain up-to-date knowledge of BrisDoc policies and procedures, ensuring compliance in all duties.
Job description
Job responsibilities
- Take responsibility for short notice cover arrangements, applying agreed escalation processes and communicating with relevant staff and managers.
- Allocate and process New Starter and CHOC forms in accordance with agreed timescales
- Build and maintain strong working relationships and great communication with the Service Delivery Team
- Build and maintain strong working relationships and great communication with the Clinical Admin Team
- Promote a collaborative and inclusive team culture, by developing a close working relationship with the rota team manager and offering guidance and supervision to the wider rota team to help maintain high standards of rota service delivery.
- Support the implementation and review of standard operating procedures and best practice within the team.
- Support effective working relationships with internal departments, including Service Leads, IT, and Clinical Governance, to enable accurate data capture and reporting.
- Assist in regular data reviews and audits to ensure the quality and timeliness of information, including CHOC forms and Care Plan entrie
Other Duties
- Provide administrative support for clinical recruitment and rota-related engagement events.
- Oversee elements of the Registrar process, including system set-up and coordination with relevant departments.
- Monitor and maintain accurate records for clinical audit support and practice liaison calls.
- Participate in regular team meetings, 1:1s, and performance development reviews.
- Maintain up-to-date knowledge of BrisDoc policies and procedures, ensuring compliance in all duties.
Person Specification
Essential and desirable criteria
Essential
- Experience working in a rota or workforce planning environment.
- Ability to supervise and support staff effectively.
- High attention to detail and commitment to data quality.
- Ability to work flexibly and respond to service needs at short notice.
Desirable
- Previous experience working in a healthcare or NHS environment.
- Experience supporting recruitment or clinician onboarding.
- Familiarity with Clinical Guardian, Adastra, or EMIS systems.
Person Specification
Essential and desirable criteria
Essential
- Experience working in a rota or workforce planning environment.
- Ability to supervise and support staff effectively.
- High attention to detail and commitment to data quality.
- Ability to work flexibly and respond to service needs at short notice.
Desirable
- Previous experience working in a healthcare or NHS environment.
- Experience supporting recruitment or clinician onboarding.
- Familiarity with Clinical Guardian, Adastra, or EMIS systems.
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.
