Clinical Rota Coordinator
Brownlow Group Practice
This job is now closed
Due to recent expansion within the rota team, an exciting opportunity has become available to join Brownlow Health Group Practice. Brownlow Health has a high staff retention rate and an excellent supportive working environment. We are looking to recruit a motivated and enthusiastic individual. Previous GP Practice and EMIS Web experience is desirable. Excellent communication and customer service skills are essential. All appointments are subject to satisfactory references and DBS clearance. 12 month temporary position with potential of being made permanent after review.
Please be aware vacancy may close early if we receive a high volume of applicants.
Main duties of the job
The post holder is responsible for the efficient and effective operation of the clinical scheduling and appointments systems, including responding to requests for leave from clinical colleagues, preparation and organisation of the rotas, loading appointment schedules and dealing with requests for changes.
The Clinical Coordinator will work as part of the Clinical Rota Team. The team will work together to ensure that tasks are carried out to the required deadlines. The team has to respond to circumstances and a positive and flexible approach is required.
The Post holder will need to organize their workload and manage their time effectively to ensure that all tasks are completed within the required timescales.
Brownlow prides itself in being an exceptional employer. We have a dedicated staff wellbeing team and offer numerous staff benefits and incentives including protected study leave with financial allowance and enhanced annual leave for 100% attendance. You will receive a 6-month mentorship/induction package and following this will have the option for some home working should you wish to if appropriate for your role.
Brownlow is an organisation that is committed to equality and diversity, and we strive for our workforce to be representative and inclusive of the complex and diverse community which we are proud to serve. With this commitment in mind, we actively encourage individuals who self-identify as having protected characteristics to apply for this role. We are particularly keen to encourage applications from: individuals with linguistic diversity, members of the LGBTQ+ community; members of black, minority ethnic, and minority faith groups; and from those who are disabled and / or neurodiverse. We are mindful that we may not always be aware of structural and systemic factors, which might discourage or prevent certain minority groups and marginalised populations from applying to join our team. If you are aware that any such barriers do exist, please let us know so that we can work to overcome and dismantle these.
Extended access will form part of your contracted hours.
Following Practice policies, protocols and guidelines, duties will include:
Clinical scheduling and appointments:
Administer record and respond to requests for leave from all clinicians, within practice policy, referring on any queries to the relevant clinical lead.
Administer record and respond to requests for leave from network pharmacists, liaising with the relevant network Practice to ensure sufficient cover provided within practice policy.
Maintain accurate and up-to-date records for clinicians 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 this includes LOSS, and all Brownlow Group Practice clinical rotas.
Creating core Rota for all Brownlow Group Practice sites and adding onto EMIS 6 -12 months in advance.
Identifying risks 6-8 weeks in advance & planning for contingency raising to the care coordinator or access supervisor
Liaise with clinical leads 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 personnel covered by the rota system to ensure the clarity of working arrangements and to maintain operational effectiveness of the practice
Ensure a clear understanding of RotaMaster
Contact locums to arrange sessions, ensuring this is done in advance so that practice needs are met
Ensure that all individual locums have signed an up-to-date practice contract and that they provided all the necessary documentation and that there is a suitable written agreement in place with each locum agency.
Enter appointment schedules on to EMIS for all Brownlow Group Practice sites in good time ensuring any capacity issues are highlighted to the care coordinator.
Ensure that the appropriate numbers of telephone and same-day appointments are reserved for on the day access
Amend the rotas and appointments as requested, within policy and ensuring all service requirements are met
Manage any on the day changes such as sickness, emergency leave and ensure adequate support both on site and remotely for all access services.
Support the E-consultation team as and when required.
Any other duty required 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, using active listening and adapting communication style and method as necessary to meet their needs
Participate in meetings as appropriate
Understand own role and scope in the practice
Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner
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.
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
Knowledge, training and experience
Personal skills and abilities
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.