Job summary
We are looking to fulfil a newly created role for a Rota Co-Ordinator/Management
Assistant to join our multidisciplinary team.
Hours: Full/Partime, Monday to Friday 7.30am - 3.30pm (Flexible end time)
The ideal candidate will
have excellent communication skills at all levels, be methodical and meticulous
in their work, be a motivated and proactively driven individual and be a team
player. Some of our doctors work cross-site so it is imperative to be able to
build good working relationships with all members of the team.
This post will involve the day-to-day
management and formulation of all clinical rotas to maximise use of available
clinical staff using rota software (OmniRota), at the same time be aware of
clinical room allocation and availability.
This is an exciting time to
join our team and the successful candidate will be supported to complete the
team and individual objectives.
Main duties of the job
This
post will be responsible for the formulation of all clinic rotas to maximise
use of available clinical staff using rota software (OmniRota), for which
training will be provided. This will be achieved by working closely with the GP
Partners/Management Team.
There will be excellent
planning, negotiating and organisation to provide adequate staffing cover for all
times. There will be an expectation that the post holder monitors and agrees
planned absences i.e annual leave ,study leave and special leave .There will
also be the monitoring of unplanned
absences and the follow up of ensuring all absences are recorded accurately on our
intranet (Teamnet).
There will be a
requirement for the post holder to provide high quality administrative support
to the management team using initiative.
To assist in the effective communication between practice staff
and external agencies to improve the quality of service provided by the
practice.
To assist in Human Resources and Estate Management of Linden Road
Surgery and Bromham Surgery.
About us
Putnoe and Linden Group runs
three difference services: Putnoe Medical Centre, Putnoe Walk in Centre and
Linden Road Surgery. We are a friendly, stable, and enthusiastic partnership
looking to fulfil a newly created role for a Rota Co-Ordinator/Management
Assistant to join our multidisciplinary team.
Job description
Job responsibilities
Assist Estates/Equipment (Linden Road Surgery)
- Assist the Deputy Practice Manager/Practice Manager to provide Estates Management for the upkeep, maintenance, of Linden Road Surgery and Bromham Surgery building, its structure, its fixtures and fittings and all issues relating to the safety and security of patients, staff and visitors.
- 1) ROTA MANAGEMENT
- To proactively plan rotas, liaising and effectively communicating with the Management Team.
- Build and adjust rotas using rota software (Omnirota) to ensure that the Practices are fully and appropriately staffed, considering known skill sets of clinical staff in liaison with the management team, being mindful of all staff training and development needs
- To utilise said systems such as Microsoft Office and Excel.
- Assist as required in managing performance targets.
- Use initiative to co-ordinate the provision of staff covers to provide short, medium, long term solutions so as the overall service is not affected, some of this will be complex and contentious in order to provide adequate cover in all areas
- Makes judgements on a range of facts and situations to ensure all clinical rotas are covered.
- Ensuring staffing issues are communicated accurately, notifying relevant parties of potential problems whilst working towards resolving them
- Ensure all contact details are up-to-date including mobile and email addresses
- The ability to work using own initiative, prioritise and manage time effectively to meet deadlines
- To plan own day to day activities and tasks, arranging staff cover as and when necessary
- Will need to have an oversight of all clinics and awareness of staffing requirements when formulating clinic cover
- To be aware of clinical room allocation and availability.
- Plans clinic cover which can be complex balancing staffing levels with service demand.
- Undertaking a range of duties covering clinical staff during sickness, absences and annual leave.
Identify risks 6 weeks in advance and planning for contingency raising to line manager where appropriate.
Act as first point of contact for rota queries from clinical and non-clinical staff.
2) MANAGEMENT ASSISTANT ROLE
HR/IT (Linden Road Surgery)
Assist and Line manage the Practice Administrator to ensure the administration functions involved in chronic disease management is carried out.
Assist in recruitment process and ensure staff are recruited in line with practice policies, procedures, and best practice.
Maintain and update all personnel file.
Attend staff meetings as appropriate.
Ensure all information is kept in line with data protection regulations.
Recording and keeping accurate of all annual/study/sick leave for all staff. (need monthly report study/sick leave to take to partners mtg
General systm1 housekeeping.
Job description
Job responsibilities
Assist Estates/Equipment (Linden Road Surgery)
- Assist the Deputy Practice Manager/Practice Manager to provide Estates Management for the upkeep, maintenance, of Linden Road Surgery and Bromham Surgery building, its structure, its fixtures and fittings and all issues relating to the safety and security of patients, staff and visitors.
- 1) ROTA MANAGEMENT
- To proactively plan rotas, liaising and effectively communicating with the Management Team.
- Build and adjust rotas using rota software (Omnirota) to ensure that the Practices are fully and appropriately staffed, considering known skill sets of clinical staff in liaison with the management team, being mindful of all staff training and development needs
- To utilise said systems such as Microsoft Office and Excel.
- Assist as required in managing performance targets.
- Use initiative to co-ordinate the provision of staff covers to provide short, medium, long term solutions so as the overall service is not affected, some of this will be complex and contentious in order to provide adequate cover in all areas
- Makes judgements on a range of facts and situations to ensure all clinical rotas are covered.
- Ensuring staffing issues are communicated accurately, notifying relevant parties of potential problems whilst working towards resolving them
- Ensure all contact details are up-to-date including mobile and email addresses
- The ability to work using own initiative, prioritise and manage time effectively to meet deadlines
- To plan own day to day activities and tasks, arranging staff cover as and when necessary
- Will need to have an oversight of all clinics and awareness of staffing requirements when formulating clinic cover
- To be aware of clinical room allocation and availability.
- Plans clinic cover which can be complex balancing staffing levels with service demand.
- Undertaking a range of duties covering clinical staff during sickness, absences and annual leave.
Identify risks 6 weeks in advance and planning for contingency raising to line manager where appropriate.
Act as first point of contact for rota queries from clinical and non-clinical staff.
2) MANAGEMENT ASSISTANT ROLE
HR/IT (Linden Road Surgery)
Assist and Line manage the Practice Administrator to ensure the administration functions involved in chronic disease management is carried out.
Assist in recruitment process and ensure staff are recruited in line with practice policies, procedures, and best practice.
Maintain and update all personnel file.
Attend staff meetings as appropriate.
Ensure all information is kept in line with data protection regulations.
Recording and keeping accurate of all annual/study/sick leave for all staff. (need monthly report study/sick leave to take to partners mtg
General systm1 housekeeping.
Person Specification
Qualifications
Essential
- A sound general education to GCSE level or NVQ Administration Level 3 or working experience.
Desirable
- Experience within an Administrative role.
- Experience of scheduling staff rotas.
- Previous experience working in a workforce management, analytics, or operation role.
- Previous experience working within the NHS.
- Knowledge of S1 Clinical System.
Experience
Essential
- Experience within an Administrative role.
Desirable
- Previous experience working within the NHS.
- Knowledge of S1 Clinical System.
- Previous experience working in a workforce management, analytics, or operation role
- Experience of scheduling staff rotas.
Knowledge and Skills
Essential
- Good general computer skills, including the ability to use Microsoft Office, email and the internet.
- Excellent communication skills.
- Ability to work constructively as part of a team, developing good working relationships with colleagues at all levels.
- Effective persuasion and negotiation skills.
- Highly self-motivated with ability to work independently using own initiative and under minimal supervision.
Person Specification
Qualifications
Essential
- A sound general education to GCSE level or NVQ Administration Level 3 or working experience.
Desirable
- Experience within an Administrative role.
- Experience of scheduling staff rotas.
- Previous experience working in a workforce management, analytics, or operation role.
- Previous experience working within the NHS.
- Knowledge of S1 Clinical System.
Experience
Essential
- Experience within an Administrative role.
Desirable
- Previous experience working within the NHS.
- Knowledge of S1 Clinical System.
- Previous experience working in a workforce management, analytics, or operation role
- Experience of scheduling staff rotas.
Knowledge and Skills
Essential
- Good general computer skills, including the ability to use Microsoft Office, email and the internet.
- Excellent communication skills.
- Ability to work constructively as part of a team, developing good working relationships with colleagues at all levels.
- Effective persuasion and negotiation skills.
- Highly self-motivated with ability to work independently using own initiative and under minimal supervision.
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.
