Resourcing & Rota Coordinator (GP’s)

This role is critical to supporting GP’s working in secure environment , enhancing patient outcomes, and maintaining compliance within NHS and Home Office standards.

About Us

DrPA Secure has been operating in secure environments since 2014, providing high-quality healthcare services across the UK. We deliver our services based on our ethos of CARE:

• Compassionate care that is trauma informed and supportive

• Assurance that care is evidence-based and demonstrates high-quality outcomes for our patients

• Respectful of people’s cultural and religious beliefs

• Empowerment – we centre each resident by co-creating holistic care plans that treat individual needs and support long-term wellbeing

About the Job

In one sentence – Building & managing your talent pool of GP’s to fill rotas ensuring the safe delivery of healthcare.

In detail

The Resourcing & Rota Coordinator (GP’s) is a key operational role responsible for ensuring the safe, efficient, and cost-effective deployment of salaried and locum GPs across multiple secure sites across the UK.

You will act as the primary liaison between GPs, our sites and partner healthcare organisations. You will build and maintain strong relationships, ensuring smooth communication, service delivery, compliance and patient focused outcomes.

You will work in close collaboration with the Senior Management Team including, operational leads, HR, clinical leads and other stakeholders to ensure workforce resourcing meet operational demands, regulatory requirements, patient care and organisational objectives.

About you

In one sentence – You will be a team player, details orientated, relationship builder who’s an expert at managing and resourcing rotas.

You will need to be an expert at proactively building relationships with GP’s to influence outcomes in developing your rotas, creative & adaptive in approaching difficult cover periods and know when to start to escalate challenges in your rotas.

You will get to know your talent pool to be able to engage and deliver on rotas with contingency plans in place should issues arise.

As a team player, you will be able to work collaboratively with our recruitment team to ensure a ready pipeline of new candidates coming through are onboarded into your talent pool and on the rota.

Using your initiative to identifying availabilities and proactively manage challenging periods on the rota.

You will come from a rota coordinator, medical staffing, recruitment, agency or resourcing role with a background in healthcare.

Key Responsibilities

• Build and maintain accurate rotas across multiple sites using our talent pools or salaried, fixed term, bank & locums.

• Building and maintaining relationships and Stakeholder Management

• Build, manage and maintain strong professional relationships with all our GPs.

• Serve as the first point of contact for GP queries, feedback, and concerns.

• Communicate updates and organisational changes quickly and concisely.

• Monitor GP satisfaction and escalate systemic issues to the Senior Management Team.

• Assist in completing necessary right to work/compliance checks and onboarding of new GPs as required, coordinating with Recruitment, HR and operational teams to integrate new staff into rotas.

• Undertake regular compliance checks on your talent pools/staff banks to maintain up to date active candidate list.

• Complete line manager responsibilities as required in line with policies and procedures.

• Ensure compliance, rota accuracy, and reconciliation data trackers are consistently maintained and updated daily.

Workforce Planning & Rota Scheduling

Build, maintain, and optimise rotas and shift patterns to ensure GP coverage and operational efficiency across all sites.

Ensure adequate coverage for clinics, on-call duties, and emergency needs with contingency plans established.

Analyse current staffing levels, patterns, and utilisation, identifying risks of over or under staffing.

Balance GP availability with service demand, cost effectiveness, compliance, and contractual obligations.

Produce detailed rota forecasts to meet routine operations and contingency requirements.

Track and report on rota performance, identifying gaps and risks.

Implement & adapt contingency planning for staff shortages or emergencies.

Monitor attendance, leave, overtime, and absenteeism, proposing solutions to address gaps.

Collaborate with operational managers to balance workforce allocation with safety, security, and operational priorities.

Ensure workforce utilisation aligns with regulatory, contractual, and security obligations.

Contribute to procedure development related to workforce management, scheduling, and operational effectiveness.

Compliance & Reporting

Maintain accurate workforce records, reporting and documentation in line with organisational policies, KPIs and management reports.

Awareness trends in staffing, recruitment, retention, and performance to inform decision making.

Propose actionable insights for operational planning, cost optimisation, and workforce development.

Support operational audits, performance reviews, and governance reporting through accurate data provision.

Provide accurate workforce data and forecasts to enable compliance with Home Office, security, and operational performance targets.

Communicate workforce plans, challenges, and recommendations clearly to management and staff.

Liaise with HR, Recruitment, and relevant operational teams to ensure workforce readiness, development, and succession planning.

General Responsibilities

Promote DrPA Secure’s CARE ethos in all duties.

Maintain confidentiality, professionalism, and integrity always.

Support equality, diversity, and inclusion in all work activities.

Take responsibility for personal development and wellbeing.

Work flexibly to meet organisational needs, which may on occasions include evenings or weekends.

Qualifications

Essential

• Proven experience in rota coordination, operational/resource planning, rota’ing, or resource management for multiple sites.

• Strong analytical, numerical and problem-solving skills, with a proactive approach to contingency planning.

• Proficiency in Microsoft Office (Excel, Word, Outlook) and rota management or ATS systems.

• Excellent communication and interpersonal skills with the ability to build trust, rapport, persuade and influence.

• Ability to work independently and collaboratively in a fast-paced operational environment.

• Ability to balance competing priorities and deliver under pressure.

• High level of discretion and professionalism when handling sensitive information,

• Commitment to DrPA Secure’s values and ethos.

Desirable

• Experience in healthcare recruitment or healthcare resourcing.

• Experience in secure, justice, operational, or public sector environments.

• Knowledge of healthcare compliance/RTW requirements

• Knowledge of ATS systems, rota software, or workforce management platforms.

• Familiarity with operational audits, compliance, and resourcing reporting requirements.

• Experience in providing actionable insights to support strategic and operational decision making.

Personal Attributes

• Structured and methodical

• Commercially aware and risk-focused

• Comfortable escalating risks and raising concerns where necessary

• Able to work autonomously within an operational environment

General Information

The post holder may be required to perform other relevant and appropriate duties as reasonably needed. This list of duties and responsibilities is not exhaustive. This job description is subject to regular review and appropriate modification.

Benefits

• Pension salary scheme available

• Employee Assistance Programme (EAP): confidential 24/7 support

• Access to Perks at Work

Please note, in order to apply, all applicants need to have been living in the United Kingdom (with residency in the UK, such as UK/Irish/EU Passport, or an Indefinite Leave to Remain Visa) for the last 5 years with no more than a 28-day break being outside of the UK and no gaps in employment during this time.

Shortlisted candidates will be asked for RTW, DBS consent and references