Rostering and Administration Co-ordinator, Band 4

Rostering and Administration Co-ordinator, Band 4 The closing date is 30 July 2026

The Anaesthetic Department are looking for a Rostering and Administration Co-ordinator to work alongside the Rostering and Administration Co-ordinator already in post. As a vital member of the team, the successful candidate will work with colleagues to continuously support the delivery of anaesthetic services across the organisation. The post holder will jointly produce, manage and co-ordinate complex medical rosters that incorporate Theatre, Pre-operative assessment, Critical Care and Pain service schedules to include multiple work patterns and on calls by staff of all grades; Consultants, Specialty, Specialist, Trainee Doctors and Clinical Fellows.

The post holder will support the General Manager and Assistant General Managers to deliver service and Trust-wide objectives and will perform day-to-day administrative tasks, as agreed, to ensure the efficient and effective management of the anaesthetic service. This will include the delegation of some tasks and the supervision, training and line management of other administration staff when required.

The post holder will be expected to contribute towards shared team decision making and to actively engage with changes that are required within the service as appropriate within the job role.

Main duties of the job To ensure the efficient and effective management and co-ordination of the Anaesthetic Department electronic rosters for all senior Anaesthetists and Resident Doctors, ensuring that they are written, maintained and updated in line with the departmental and GHT policies.

The post holder will have no direct budget responsibilities but will be required to adjust and authorise shifts, on calls and authorised absences within agreed processes and under the direction of the Specialty Director, General Manager and Assistant General Managers. Whilst this post holder will be responsible for the anaesthetic roster, the Specialty Director or designated Consultant holds accountability for safe staffing levels on a daily basis.

The post holder will support the Anaesthetic Management team with other administrative tasks to support the delivery of departmental and trust objectives. This includes line management of other administration personnel within the department as appropriate. There will be a requirement to work with autonomy, often without direct supervision, to provide administrative support to the whole of the anaesthetic team.

About us We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.

As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Equality, Diversity and Inclusion is crucial to ensuring fairness, celebrating differences and creating environments where everyone feels valued and empowered to contribute.

To deliver the highest standard of care at Gloucestershire Hospitals, we foster an environment that promotes inclusivity, ensuring that both our staff can thrive and our patients receive services tailored to their needs.

Job responsibilities Knowledge, skills and experience

• Computer literate, working knowledge of Microsoft Office packages e.g. Word, Excel, SharePoint document control, e mail
• Significant administration experience, preferably within a health care setting, with knowledge of electronic patient systems
• Ability to communicate verbal and written information clearly and concisely
• Excellent communication, negotiation and interpersonal skills for communicating with all staff groups and grades both within and external to the organisation
• Excellent organisational skills with ability to prioritise own workload in a methodical and structured way, meeting deadlines as required
• Ability to work flexibly within a team, to coordinate and delegate work effectively and in a manner that demonstrates kindness and care towards others
• Ability to work independently and to use own judgement and initiative
• Ability to train and supervise administration staff and others as appropriate
• Working knowledge of electronic staff roster systems or transferable knowledge and experience that enables this skill to be developed to a high level
• An understanding of basic medical terminology is preferred
• An ability to follow guidelines relating to the allocation of trainee Doctors to appropriate lists
• A working knowledge of confidentiality and information governance with ability to use discretion, undertaking tasks that may include confidential and sometimes distressing information

Key Result Areas

• Produce quality rosters, in a timely manner, to balance medical staffing numbers across the anaesthetic service, making best use of staffing resource available
• Ensure the anaesthetic roster supports planned theatre lists and liaise with the theatre scheduling team when required. Seek to provide cover for additional agreed lists in line with departmental process
• Ensure that all on calls are sufficiently covered, using own initiative to make changes whilst escalating appropriately when unable to resolve
• Use knowledge and expertise of managing rosters to identify problems and use own initiative to deliver solutions to overcome within agreed process. Make any adjustments to individual rosters, in relation to any changed consultant job plans, in line with agreed management processes
• Process claims forms for additional sessions or study leave in line with departmental process and authorisation agreements or delegate work as appropriate
• Oversee the allocation of trainees to suitable lists, taking into account their training requirements, suitable solo lists, keeping novices with their education supervisor and allocated consultant groups
• Authorise and incorporate rostering of annual leave and study leave when writing the Anaesthetic roster within agreed departmental procedures that reflect Trust policy
• Work cohesively with other members of the anaesthetic management and administration team, handing over any relevant information or tasks to maintain the accurate electronic roster
• Monitor the anaesthetic admin e mail inbox for rostering and annual leave requests. Filter requests, agree annual leave and shift changes within the departmental standard operating procedures (SOPs) / guidelines, escalating to the AGM, GM or SD as appropriate
• Act as first point of contact for staff users, deal with the telephone, e mail and written communications for anaesthetic rostering. Resolve day-to-day rostering issues, such as unexpected absence, efficiently and effectively within own skill set and escalating to the AGM, GM, SD or starred consultant as appropriate
• Support anaesthetic cover for private patients on the NHS lists and maintain records, liaising with consultants to ensure they have sufficient credit to cover cases and deduct correct amount of time from their credit balance
• Ensure the notification of Private Patients office of cover arrangements, informing them in advance if unable to provide cover
• Provide administrative support to the Specialty Director, Clinical anaesthetic leads and managerial staff as appropriate and proportionate to other key roles and responsibilities
• Assist staff with resolution of payroll queries or escalate payroll issues as appropriate
• Ensure new medical staff for anaesthetics are correctly set up on the electronic rostering system and that staff leaving are removed from the rota
• Attend electronic roster training as deemed necessary to maintain the appropriate skills required for the role
• Utilise roster reports, as agreed and appropriate to role, in order to support the effective delivery of anaesthetic service
• Supervise and provide day-to-day support to more junior anaesthetic administration staff
• Monitor and authorise annual leave for administration staff as appropriate and agreed
• Demonstrate own activities / tasks to new or less experienced members of staff. Contribute towards the recruitment and retention of anaesthetic administration staff as appropriate
• Utilise the procurement process to order and receipt goods as required
• Maintain own e learning and mandatory training

Communications and Working Relationships

• Consultant Anaesthetists, Specialty and Specialist level Anaesthetists, Clinical Fellows and Resident Doctors
• Non-anaesthetic consultants and their teams
• Administration and General Management teams
• Medical secretaries
• Nursing staff
• Theatre management team
• Health Records staff
• Patients, relatives and carers
• Other Health care Providers
• Company representatives
• Procurement and Creditors . click apply for full job details