Rota Coordinator

Job description

Job responsibilities

Following Practice policies, protocols and guidelines, duties will include:

Clinical scheduling and appointments:

· Administer record and respond to requests for leave from all clinicians and Network Pharmacists within practice policy, referring on any queries to the relevant clinical lead.

· Maintain accurate and up-to-date records for clinician’s annual leave, sickness leave, maternity leave etc. and provide data as requested to Finance/HR

· Prepare clinical rotas in accordance with policy and ensuring all service needs are met up to 12 months in advance– this includes the LOSS program, and all Brownlow Group Practice clinical rotas.

· Identifying risks 6-8 weeks in advance & planning for contingency – raising to line manager where appropriate

· Liaise with clinical leads across sites where necessary to address any capacity concerns.

· Liaise with independent service providers to co-ordinate their room bookings within the clinical rota

· Communicate efficiently with all staff covered by the rota system to ensure the clarity of working arrangements and to maintain operational effectiveness of the practice

· Contact locums to arrange clinical sessions, ensuring this is done in advance so that practice needs are met & locums are set up as per practice policy

· Manage any on the day changes such as sickness, emergency leave and ensure adequate support both on site and remotely for all access services.

· Any other duty required across the business to support the effective operation of these systems.

Communication and relationships:

· Liaise with members of the Practice, Primary Health Care Team, other NHS Organisations and outside agencies as appropriate to the role

· Communicate sensitively and effectively with patients and carers where appropriate using active listening and adapting communication style and method as necessary to meet their needs

· Participate in meetings as appropriate

Team working:

· Understand own role and scope in the practice

· Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner

Organisation/Quality:

· Ensure that patients are identified correctly.

· Ensure that any data entered into the computer is done accurately.

· Understand and follow the requirements of confidentiality (including the Data Protection Act) and the Freedom of Information Act and refer on any queries as appropriate.

· Participate in quality improvement initiatives, including Significant Event Analysis and review of patient complaints.

· Support the aims and objectives of the Practice and contribute to the on-going development of the Practice as required.

· Follow Practice policies, including Health and Safety, Security and Confidentiality.

Training, learning and development:

· Undergo regular appraisal, supervision and training as necessary to update skills and knowledge.

· Provide training to other staff in work relevant to this post.

· Participate in the induction of new staff, students and other attached professionals.

Equality and diversity:

· Respect the privacy, dignity and beliefs of patients, carers, visitors and co-workers. They must be treated equally, irrespective of gender, ethnic origin, age, disability, sexual orientation, religion, etc.

· Be aware of procedures regarding protection of children and vulnerable adults, including Practice and NHS policies. Follow the guidance and policies and take action in an appropriate manner.

Management of risk / health, safety and security:

· Follow Health & Safety Policies and guidelines, including fire procedures and those pertaining to clinical areas of risk. Use safe working procedures and report incidents using the incident reporting system.

· Use the personal security systems within the workplace according to Practice guidelines.

· Follow infection control procedures.

Other:

· Give good and regular attendance.

· Maintain a tidy and organised work area.

· Preparation of refreshments, errands, spot cleaning and set up of rooms for meetings as necessary.

· Any other duty as requested, including covering for absent colleagues.

This job description is subject to periodic review and amendment in consultation with the post-holder in the light of changing circumstances.

Although not required by law we strongly recommend that all staff have received all Covid vaccinations.

Other locations include:

BROWNLOW HEALTH@ PEMBROKE PLACE, 70 Pembroke Place, Liverpool, L69 3GF

BROWNLOW HEALTH@ STUDENT HEALTH, University of Liverpool, Peach Street, Liverpool, L69 7ZL 

Person Specification

Knowledge, training and experience

Essential

• Good general computer skills, including the ability to use Microsoft Office, email and the internet
• A sound general education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications.
• Evidence of excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
• Previous experience that demonstrates good attention to detail.
• An excellent standard of grammar and spelling in the English language.

Desirable

• Experience of working in a healthcare setting.
• Training or qualifications in administration, IT or other related areas.
• Experience of dealing with the general public, preferably in a customer service environment.

Personal skills and abilities

Essential

• A friendly and approachable manner, with good people skills, showing understanding, care and assertiveness when appropriate.
• The ability to work independently and use initiative.
• The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales.
• The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing.
• The ability to manage conflict calmly and positively, and adhere to procedures under pressure.
• A conscientious approach and commitment to working in an adaptable and flexible manner.
• The ability to work effectively when busy and multi-task when required.
• The ability to deal with personal information sensitively and respect people's right to confidentiality.
• The ability to cope with occasional exposure to challenging behaviour, distressing circumstances or emotional events.
• The ability to work positively as a member of a busy team.
• The ability to give good and regular attendance.

General

Essential

• A commitment to support the delivery of the best possible service to a diverse inner city population.

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

Brownlow Group Practice

Address

Brownlow Health @ Ropewalks

26 Argyle Street

Liverpool

L1 5DL

Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)