Rota Co-ordinator

The ideal candidate will have experience

working in rota management within a clinical environment, however full training

will be provided. Candidates need to

have strong IT skills and a have an excellent eye for attention to details,

being able to multitask and prioritise workload is essential to this role. The candidate should be able to work well

with staff at all levels in an organisation, work well under pressure and have

excellent organisational and communication skills. Candidates should be proactive &

self-motivated, calm & professional, and positive & approachable. We work in a fast-paced environment; therefore,

the candidate must be a fast learner and confident and competent using IT

software.

Key Duties

1.

create, apply and monitor rotas for all clinical staff and outside agencies, to

ensure appropriate room allocation to accommodate all clinics and meetings.

2.

ensure clinical annual leave and study leave requests are recorded and applied

to maintain safe operating standard across all services in terms of appointment

capacity.

3.

manage clinical short-term absences by informing staff and patients. To rearrange appointments based on priority

and staff skill mix.

4. To ensure the rota system has a safe number of staff

available to operate our services appropriately.

Plan

and allocate the urgent care sessions as fairly as possible for all clinicians,

to include monitoring and auditing of sessions.

To

ensure slot types are mapped according the local and national guidelines

Liaise

with our Administrative team to rota specialist clinics such as Contraception,

Dermatology and Minor Surgery. Ensure there is also an assistant available when

required.

Create

induction timetables for new staff and medical students.

Allocate

rooms for any meetings,1:1 supervision sessions and ad- hoc meetings

It

will be necessary to attend and contribute to various practice meetings as

requested

alongside the Senior Leadership Team to support any changes or issues that may

arise.

This job description is neither exhaustive nor

exclusive and will be reviewed periodically in conjunction with the post

holder. The post holder is required to carry out any duties that may reasonably

be requested by the Partners or Senior Leadership Team.

Key Performance Indicators (KPI's)

1.

ensure rotas are applied a minimum of 6 weeks in advance at all times ensure

clinical annual leave and study leave requests are recorded and applied to

maintain safe operating standard across all services in terms of appointment

capacity

2.

ensure absence requests recorded on staff hub are matched to the clinical

system and clinics updated as necessary.

3.

notify teams of any clinical staff absence by the start of the shift and to

contact and inform patients of re-arranged or cancelled appointments within 4

hours.

4. To maintain the core number of key sessions (such as

duty, sorter, visits, and routine clinics)

Please see Job Description attached for further details.

We are a friendly, forward thinking and supporting Medical Practice with a large clinical team consisting of GPs, Nurses, Nurse Associates, HCAs, Pharmacists, a Pharmacy Technician, and a First Contact Physiotherapist.

This is a permanent, part-time

position working 25-30 hours per week across Monday to Friday. We offer 5 weeks

annual leave (pro rata), free onsite parking, and the

chance to join or continue on in the NHS Pension Scheme. Applicants must be eligible to work in the UK. Interviews will be held beginning of

Knowledge

Desirable: - Clinical computer systems in SystmOne (TPP)

Qualifications

Essential: - GCSE Grade C or above in Maths (or equivalent); - GCSE Grade C or above in English (or equivalent)

Desirable: - Qualifications at A Level standard (or equivalent)

Experience

Essential: - 1 year+ experience in a customer service role; - Working within a team; - Working independently; - Telephone call handling; - Working in a busy environment

Skills

Qualities / Attributes