Chelsea and Westminster Hospital NHS Foundation Trust provides a range of healthcare services, including emergency care, elective surgeries, and specialized treatments, across its hospitals and clinics. Their mission is to deliver excellent, patient-centered care that improves health outcomes and overall well-being. They focus on providing high-quality, compassionate, and accessible services to meet the diverse needs of the community they serve.

Science & Healthcare

Chelsea and Westminster Hospital NHS Foundation Trust

You need strong communication skills, problem-solving abilities, and experience in rota coordination, with the ability to manage priorities and provide administrative support across sites.

You will manage daily staffing rotas, oversee locum bookings, track absences, coordinate new staff induction, take meeting minutes, and communicate effectively with service users.

Healthcare

London

We are seeking an exceptional Rota Administrator to join us on a permanent basis who will be working cross site at West Middlesex Hospital and Chelsea & Westminster Hospital to support the smooth running of our medical rotas.
 
The rota coordinator is an exciting opportunity for Womens' services within the Specialist Care Division & will at its core manage the administration of our rolling rota through the Medirota & health roster system as well as our locum shifts through patchwork. The post holder will also be exposed to a variety of exciting work steams that are not typical of this type of role. The job would be suitable for a candidate who is keen to take their first steps into developing a wider operational career through getting involved in creating process’ from scratch, and developing pathways for this evolving area of work that will streamline it for the future.
 
You will be key in coordination between medical colleagues and the operational team and strong communication is an essential skill for any applicant. You should be a problem solver and be comfortable with coordinating a number of pressing priorities and laying out a plan.
 
We are excited about the future of this service and the function that this role will provide in that and would be keen to hear from candidates that are interested in joining us to hear a little more about the department.
 
<ul>
<li>PREVIOUS APPLICANTS NEED NOT APPLY*</li>
</ul>
The post Holder will be responsible for the provision of effective rota coordination for the Womens' Services rota at both West Middlesex Hospital and Chelsea & Westminster Hospital. The post holder will closely work with the clinical rota leads, clinical administrative staff and service managers to ensure the smooth running of medical staffing rotas and management of medical leave.
 
The post holder will be a key part of the Specialist Care Division and will be expected to provide excellent communication between Hospital departments to ensure that absences are managed against departmental guidelines.
 
The post holder will also be required to give a general administrative support to the Assistant Service Managers and Service Managers.
 
Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.
 
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children’s services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.
 
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
 
We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.
 
The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven’t heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.
 
Some roles may require weekend shifts at multiple sites.
 
<ul>
<li>To update on a daily basis the on call rota and staffing rota for all grades of medical staff within Women’s to ensure that adequate levels of staff are available at all times.</li>
<li>Manage the Medi-rota and Healthroster implementation within all services and be responsible for day to day rota management to support the service</li>
<li>Feed- back to senior management regarding any impact to the service from staff absences and escalate where there are insufficient staff to cover the service.</li>
<li>Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for clinical staff.</li>
<li>Production of monthly reports for locum bookings for finance and additional payments for additional sessions</li>
<li>Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets</li>
<li>Induction management and co-ordination for the new starters and trainee, including junior doctors</li>
<li>Arrange, plan and take comprehensive and accurate minutes at departmental meetings and project group meetings</li>
<li>Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently</li>
<li>To liaise with clinical administrative teams where clinical activity needs to be altered to match medical staffing levels. This must be done in line with trust policy with adequate notice.</li>
<li>Develop and distribute rotas for staff within the division as required</li>
<li>Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary.</li>
</ul>
Please see attached job description and person specification for a more detailed description of the main responsibilities of this role.

We are seeking an exceptional Rota Administrator to join us on a permanent basis who will be working cross site at West Middlesex Hospital and Chelsea & Westminster Hospital to support the smooth running of our medical rotas.

The rota coordinator is an exciting opportunity for Womens' services within the Specialist Care Division & will at its core manage the administration of our rolling rota through the Medirota & health roster system as well as our locum shifts through patchwork. The post holder will also be exposed to a variety of exciting work steams that are not typical of this type of role. The job would be suitable for a candidate who is keen to take their first steps into developing a wider operational career through getting involved in creating process’ from scratch, and developing pathways for this evolving area of work that will streamline it for the future.

You will be key in coordination between medical colleagues and the operational team and strong communication is an essential skill for any applicant. You should be a problem solver and be comfortable with coordinating a number of pressing priorities and laying out a plan.

We are excited about the future of this service and the function that this role will provide in that and would be keen to hear from candidates that are interested in joining us to hear a little more about the department.


PREVIOUS APPLICANTS NEED NOT APPLY*

The post Holder will be responsible for the provision of effective rota coordination for the Womens' Services rota at both West Middlesex Hospital and Chelsea & Westminster Hospital. The post holder will closely work with the clinical rota leads, clinical administrative staff and service managers to ensure the smooth running of medical staffing rotas and management of medical leave.

The post holder will be a key part of the Specialist Care Division and will be expected to provide excellent communication between Hospital departments to ensure that absences are managed against departmental guidelines.

The post holder will also be required to give a general administrative support to the Assistant Service Managers and Service Managers.

Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children’s services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.

We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.

The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven’t heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.

Some roles may require weekend shifts at multiple sites.


To update on a daily basis the on call rota and staffing rota for all grades of medical staff within Women’s to ensure that adequate levels of staff are available at all times.
Manage the Medi-rota and Healthroster implementation within all services and be responsible for day to day rota management to support the service
Feed- back to senior management regarding any impact to the service from staff absences and escalate where there are insufficient staff to cover the service.
Establish and maintain comprehensive annual leave, sickness absence, study leave and mandatory training monitoring systems for clinical staff.
Production of monthly reports for locum bookings for finance and additional payments for additional sessions
Locum bookings and payroll management for bank staff and support the service manager to manage and monitor performance which in turn ensures the department meets its financial and operational targets
Induction management and co-ordination for the new starters and trainee, including junior doctors
Arrange, plan and take comprehensive and accurate minutes at departmental meetings and project group meetings
Deal with telephone calls coming into the service ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and efficiently
To liaise with clinical administrative teams where clinical activity needs to be altered to match medical staffing levels. This must be done in line with trust policy with adequate notice.
Develop and distribute rotas for staff within the division as required
Maintain appropriate filing systems and take responsibility for ensuring that documents are available as necessary.

Please see attached job description and person specification for a more detailed description of the main responsibilities of this role.

Chelsea and Westminster Hospital NHS Foundation Trust

Mission