Rota and IT Coordinator

Maintain accurate, safe and effective staff and clinical rota arrangements across the Practice.

Support timely coordination of rooms, sessions, absences, locum cover and trainee placements.

Ensure rota-related risks and changes are communicated and escalated appropriately.

Prepare and maintain staff and clinical rotas using the Rota Master Excel system and other agreed systems.

Create room allocations so that Grove clinicians and supported services have suitable consultation rooms and avoid double bookings.

Check rotas for gaps, clashes and potential service risks before they are finalised.

Submit completed rotas for Partner approval and issue agreed rotas within the required timescales.

Upload and maintain staff rotas and appointment sessions on EMIS.

Make appropriate changes to appointment slots on EMIS when staffing or service requirements change.

Update rotas and EMIS promptly for annual leave, sickness and other absences.

Arrange locum sessions in advance where required to maintain safe and effective service provision.

Respond to rota queries and changes promptly and keep relevant staff informed.

Identify and escalate foreseeable staffing risks, including clinical shortages and red-flag days, to the Practice Manager.

Support the organisation of student and trainee placements, including inductions, timetables and room requirements for trainee doctors, paramedics, nurses and physician associates

Work with the Practice Manager, Partners, clinicians and wider Practice team to maintain effective staffing arrangements.

Monitor staffing requirements and service pressures and raise foreseeable rota risks promptly.

Support the implementation of agreed changes to rotas, appointment sessions and service arrangements.

Maintain accurate and timely rota information across agreed systems.

Communicate rota changes clearly and promptly to relevant staff and clinicians.

Develop a good working knowledge of the Practice IT systems and applications used by reception. Provide day-to-day user support to reception staff and help troubleshoot routine system problems.

Support the use of EMIS, Accurx, telephone systems and other relevant Practice systems.

Use the EVAD telephone system confidently and produce agreed monthly reports for the Practice Manager.

Monitor reception system issues and liaise with external providers when faults affect patient services.

Support the introduction of new systems, applications and services, including staff training and guidance.

Use available data and reports to identify opportunities to improve reception staffing, processes and patient access.

Maintain appropriate awareness of data protection, information governance and secure patient record sharing.

Promote safe and efficient rota planning and staffing practices.

Identify risks, recurring problems and service pressures arising from staffing and rota arrangements and raise them with the Practice Manager.

Use available data and reports to identify opportunities to improve staffing, processes and patient access.

Contribute to audits, significant event reviews and other quality improvement activities as required.

Manage time, workload and resources effectively and prioritise work according to patient and Practice needs.

Maintain accurate, safe and effective staff and clinical rota arrangements across the Practice.

Support timely coordination of rooms, sessions, absences, locum cover and trainee placements.

Ensure rota-related risks and changes are communicated and escalated appropriately.

Maintain strict confidentiality at all times when handling patient, staff, clinician and Practice information.

Only share confidential or sensitive information with authorised individuals and in accordance with Practice policies and current requirements.

Handle patient records and information securely, including electronic and paper records.

Report any suspected confidentiality, information governance or data security concerns promptly to the appropriate manager.

Follow the Practice Health & Safety and infection control policies and encourage the same standards within the relevant team.

Identify and report hazards, risks, accidents and other safety concerns promptly.

Use workplace security and personal safety procedures appropriately.

Keep relevant work areas organised and free from avoidable hazards.

Complete relevant training and apply safe working practices at all times.

Treat patients, carers, colleagues and visitors with dignity, respect and fairness.

Provide a welcoming, non-judgemental service and take account of individual needs and circumstances.

Respect privacy, dignity, beliefs and communication needs.

Follow Practice policies and relevant requirements relating to equality, diversity and inclusion.

Take responsibility for maintaining and developing the knowledge and skills required for the role.

Participate in Practice training and an annual performance review/appraisal.

Keep up to date with changes that affect the role, patient services, information governance and Practice procedures.

Share relevant learning with colleagues and support colleagues in developing their skills.

Communicate clearly, respectfully and professionally with patients, carers, colleagues, clinicians, management and external organisations.

Ensure important information is passed to the right people in a timely manner.

Practice overview

Grove Medical Centre was built in 1985 to provide facilities for a

comprehensive range of primary health care. The Practice is expanding in to the neighbouring building by the end of September 2026 where it has a further 5 clinical consulting rooms. It provides care to approximately 15,500 patients.

There are three

partners and a clinical team of salaried GPs, Practice Nurses, Health Care

Assistants, as well as allied health professionals. There is an administrative

and management team, including an Operations Manager

and Reception Manager who support the Practice Manager and partners.

The practice is part of the SASSE 2 PCN, made up

of five local GP practices that work

together with the aim of improving healthcare for the community and reducing

health inequalities.

Experience

Desirable: - Knowledge of EMIS, Accurx, Anima and some AI background would be advantageous.

Qualifications

Essential: - Educated to GCSE level or equivalent

Desirable: - A Level or NVQ Administration Level 3 or equivalent experience