Clinical Rota Administrator

Job description

Job responsibilities

Job Summary:

You will work under the indirect supervision of the Managing Partner/Director and undertake tasks and duties delegated by the Clinical Rota Team Manager following policy and procedures. You will support and assist the Clinical Rota Team Manager and Clinical Rota Lead in the provision of patient care at all practice sites or establishments. You will provide a caring, quality service to patients in all aspects of their relationship with the practice.

The duties and responsibilities to be undertaken by members of the Clinical Rota team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Clinical Rota Team Manager, dependent on current and evolving Practice workload and staffing levels. You will liaise with the Clinical Rota Team Manager to ensure consistency of approach with regard to clinical rota administration across the sites.

You must work at all times within your own competence and use your own judgement, knowledge and common sense in your day to day activities.

Duties and Responsibilities:

Assist and maintain on a daily basis, the clinical rota system and ensure that staffing levels are adequate.

Ensure that all clinics are added on to the appointment system accurately and meet agreed deadlines.

Provide cover for the Clinical Rota Lead during periods of absence.

Provide administrative support to the Clinical Rota Lead so that clinicians absences are managed and monitored.

Ensure that all individual and business contractual requirements are fulfilled when adding clinics on to the clinical rota system.

Be aware of clinical room allocation and availability.

Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.

Assist with the introduction and implementation of change and new ways of working.

Processing and distributing incoming/outgoing mail.

Ordering, re-ordering and monitoring of stationery and other supplies.

Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning.

Computer data entry/data allocation and collation; processing and recording information in accordance with procedures.

Taking messages and passing on information.

Filing and retrieving paperwork both hard and e-copy.

Use own judgement, resourcefulness and common sense.

Helping to maintain hygiene control measures.

Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy.

Prioritise own workload.

Business responsibilities:

Assist with the gathering of statistics and information when required.

Undertake specific assigned tasks, project support or development which may arise from time to time.

Maintain accurate and complete documentation and records utilising I.T. as appropriate and in accordance with Central Healthcare protocol.

Follow agreed protocols, referring to senior people for guidance.

Demonstrate pro-active engagement with the practice population and wider community to promote an uptake of services.

Maintain the ethos and culture of Central Healthcare.

Positively promote Central Healthcare.

Ensure rationalisation of resources.

To assist in enhanced and extended services to grow the professional offerings of the business.

Attend in-house governance, educational and staff meetings as appropriate.

To help plan, develop and support the introduction of new working processes to optimise quality.

Train staff to attain optimum performance.

To build and maintain relationships with other healthcare professionals, including GPs, GP surgery personnel, care home personnel, CCG personnel etc.

Behave in a professional manner at all times.

Person Specification

Physical Requirements

Essential

• Able to undertake the requirements of the post.

Desirable

• Reliable.
• Flexible.
• Excellent attendance record.

Knowledge/Qualifications/Skills

Essential

• Excellent customer service skills
• Good administrative and organisational skills
• IT literate with good keyboard skills
• Excellent telephony skills
• Understand and observe strict confidentiality

Desirable

• Customer service qualification Skilled in office machinery use

Competencies/Qualities/Attributes

Essential

• An interest in primary care
• Good communication (written and verbal)
• Work well under pressure
• Able to work as a team member
• Able to work unsupervised
• Able to use own initiative
• Be self-motivated
• Able to listen and empathise
• Hard working and willing
• Flexible and adaptable, able to work according to changing need
• Enthusiastic
• Commitment to personal development

Other

Essential

• Able to work at the desired times
• Flexibility of hours for cover
• Good sickness record

Desirable

• Non smoker
• Car driver/clean licence

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Central Healthcare

Address

Lawrence House Medical Centre

1 Belgrave Crescent

Scarborough

North Yorkshire

YO11 1UB

Employer's website

https://www.scarboroughcentralgp.nhs.uk/ (Opens in a new tab)