Rota Coordinator

Job overview

An exciting opportunity has arisen for a highly organised and motivated individual to join our Audiology team as an Audiology Rota Coordinator (Band 4). Based at St Peter’s Centre/Royal Blackburn Hospital, you will play a central operational role in coordinating staffing, managing clinic capacity, and maintaining the seamless delivery of adult and paediatric audiology services.

In this key post, you will take ownership of compiling and maintaining multi-site staff rotas, managing short-notice clinic absences, and acting as a lead system administrator for our clinical scheduling database (Auditbase). Working alongside the Audiology Office Manager and clinical leads, you will help track operational targets, investigate referral pathways, and identify clinic utilisation opportunities to directly reduce patient waiting times and prevent capacity loss.

We are seeking a team player with exceptional communication skills, sound spreadsheet and IT ability, and a talent for problem-solving under pressure. Whether your background is within NHS administration or broader workforce scheduling, your attention to detail and ability to work autonomously will ensure our clinical teams are supported to deliver safe, personal, and effective patient care.

In return, we offer a supportive environment committed to your development, with full training of our Audiology specific software and opportunities to lead service improvement initiatives.

Main duties of the job

• Coordinate, compile, and monitor all adult and paediatric audiology rotas across Trust sites, ensuring safe clinical cover and reception staffing.

• Act as system administrator for departmental software (Auditbase), configuring clinic templates, managing user profiles, and troubleshooting scheduling issues.

• Proactively manage daily clinic alterations, backfilling appointment cancellations and resolving short-notice clinical deficits to maximise patient capacity.

• Collate, validate, and report operational audit and performance data (including DM01 targets), highlighting potential capacity bottlenecks or pathway breaches to management.

• Support multi-disciplinary pathway tracking and handle Subject Access Requests in strict compliance with UK GDPR and Information Governance standards.

• Mentor and train administrative colleagues on Trust and departmental patient booking systems (Auditbase, Cerner).

Working for our organisation

East Lancashire Hearing & Balance Service has Audiologists, Clinical Scientists, Assistant Audiological Practitioners and a Paediatrician. Our admin team of 12 is a mix of reception staff and audio typists/clerical staff. We want to attract the best and brightest people to work with us, and this is reflected in our happy, forward thinking admin team.

We pride ourselves on innovation and continuous improvement where new ideas and welcomed and supported.

Detailed job description and main responsibilities

· Calculate weekly staffing requirements to necessary service provisions, organise effective cover for reception across sites (including Royal Blackburn Hospital and St Peters), and communicate requirements to all staff.

· Manage statistical information, collate data, and report audit data (including DM01) to ensure delivery of key performance targets

· Take responsibility for compiling, disseminating, and coordinating all staff rotas within the department.

· Hold overall responsibility for ensuring that gaps within rotas are covered appropriately.

· Act as the system administrator for Audit base, which involves adding new staff, building new clinics, and resolving user issues.

· Create Standard Operating Procedures (SOPs) for administrative processes and implement departmental policies within own working area

· Handle Subject Access Requests on behalf of both the Adult and Paediatric Audiology services, ensuring compliance with Data Protection legislation

· Organise complex ENT and MDT clinics proactively identifying unnotified consultant cancellations to prevent wasted clinical capacity.

· Direct the operational response to short-notice clinical staffing deficits, using contingency plans to ensure service continuity and minimise disruption to patients.

· Monitor D/R clinics for cancelled patients, remove them from Auditbase, and actively backfill the cancellation to maximise productivity.

· Identify potential for utilisation of clinical sessions and maximise these resources by liaising with nursing staff and other departments.

· Deal autonomously with tracker queries from ENT secretaries and investigate emails regarding patients that are at risk of breaching waiting times

· Support the day-to-day administrative and clerical team, proactively organising cover during times of expected and unexpected staff absence across multiple sites.

· Share relevant performance data and information with the administrative team and other organisational colleagues to manage, enhance, and implement effective office systems.

· Coordinate departmental service improvement projects.

· Recognise the strict need for confidentiality within and across the team, always adhering to Information Governance, Data Protection legislation, and Caldicott guidelines when handling sensitive clinical data.

· Input and continuously monitor clinical sessions, proactively highlighting any capacity concerns, operational risks, or potential performance breaches to the Office Manager

Person specification

Essential

Essential criteria

• GCSE Grade A–C / 4–9 (or equivalent) in English and Maths
• Experience collating complex data from disparate sources into clear, coherent reports

Desirable criteria

• Experience using specialist clinical systems
• Recognised administrative or typing qualification (e.g., RSA III, NVQ or equivalent)

Essential

Essential criteria

• Strong problem-solving skills and the ability to generate new ideas and approaches

Desirable criteria

• Able to deal with large quantities of varied data and turn it into coherent reports

Essential

Essential criteria

• Strong problem-solving skills and the ability to generate new ideas and approaches

Desirable criteria

• Able to deal with large quantities of varied data and turn it into coherent reports