Patient Care & Rota Coordinator (GP Surgery)

• Coordinate, maintain and update clinical team rotas, ensuring appropriate staffing cover and effective use of available resources.
• Liaise with clinicians, managers and wider team members regarding rota requirements, planned and unplanned absences, annual leave and changes to working arrangements.
• Identify staffing gaps, potential rota conflicts and service pressures, taking appropriate action or escalating concerns where necessary.
• Support the coordination of cover arrangements to maintain service continuity and minimise disruption.
• Monitor rota changes and ensure staffing information is accurate, up to date and communicated effectively.
• Set up and maintain appointment templates within the clinical system, ensuring appointment types are mapped correctly to support accurate GPAD (General Practice Appointments Data) reporting.
• Review appointment templates and rota arrangements to identify inconsistencies and opportunities for improved efficiency.
• Maintain clear records of rota arrangements, changes and relevant staffing information.

• Coordinate the administrative onboarding of students, GP registrars and other clinical trainees joining the practice.
• Develop, organise and maintain induction timetables, training schedules and clinical placement rotas in liaison with supervisors and relevant team members.

• Provide administrative support for the coordination of proactive care reviews, including assisting with identifying patients due for review and maintaining accurate records of outstanding actions.
• Provide administrative support for the recording, monitoring and review of Universal Care Plans (UCPs).
• Liaise with the appropriate clinicians and professionals to coordinate reviews and follow up outstanding actions.

• Provide administrative and organisational support for regular multidisciplinary team (MDT) meetings.
• Record agreed actions and maintain clear records of decisions and follow-up requirements.
• Track outstanding actions and liaise with relevant team members to support timely completion.

Desirable

• Highly organised, methodical and able to manage competing priorities effectively.
• Experienced in coordinating rotas, schedules, staffing arrangements or other complex administrative processes.
• Confident communicating with clinicians, managers and administrative teams to resolve scheduling issues and coordinate changes.
• Proactive in identifying gaps, anticipating operational pressures and following issues through to resolution.
• Detail-oriented, with a strong commitment to accurate record keeping and data quality.
• Confident using IT systems and administrative software, with the ability to learn clinical systems quickly.
• Able to work independently, exercise sound judgement and recognise when issues need to be escalated.
• Comfortable handling confidential information and working within established policies and procedures.
• Flexible and adaptable, with the ability to respond to changing service demands.