Clinical Rota Manager

Job description

Job responsibilities

Key tasks and responsibilities

To effectively manage the provision of clinical appointments and home visiting services across all sites working in close liaison with the Operations Manager, Clinical Services Managers, Urgent Care (UC) Managers and the Lead Partners for UC/ACP and Operations.

Responsible for projects that fall within the remit of appointment management working with the Operations Manager, Clinical Services and Urgent Care Managers to support the ongoing development of appointment and visiting services.

Continuous assessment of appointments and visiting levels and recommending plans for improvement of service.

Liaise with the North West Deanery about medical students and trainee doctors according to agreed protocol.

Work with the Practice GP Trainers & HR team to fully support ongoing in-house training placements

Organisation of clinical rotas to support induction, training events and planned leave

Manage the GP holiday rota for the effective maintenance of service across the year.

Liaise with Operations Manager and lead GP Partner to facilitate Enhanced Access in accordance with agreed contract.

Work with rota team to ensure slot types are mapped correctly in accordance with GPAD guidance.

To operate as an active member of the Practice Team and manage the overall operational day to day management, deployment and work allocation of the Rota team to ensure sustainability of the team and maximise service delivery.

To be responsible for the allocation of department resources, including effective management of department staffing budget, implementing changes as appropriate, to maximise the quality and effectiveness of the service/team.

Deliver HR processes including recruitment and selection, induction, overtime/ toil, absence management, performance monitoring, performance management, disciplinary matters and ensuring staff are up to date with mandatory training in line with practice policies

To be a main point of contact for Clinical Rota Services for all members of the Practice and outside agencies, providing support, assistance and advice as required.

To support the Operations manager by taking on delegated work streams.

Management, monitoring and reporting of statistics and targets relating to service delivery.

Management, monitoring and updating of the WTE GP cover spreadsheets regarding the Practice patient list per GP and GP sessions.

Ensure that the team is organised and able to achieve objectives as outlined in the BMG Business Plan.

Take part in departmental and organisational audit processes, working with the management team to ensure completion of the audit cycle, disseminate results and take appropriate action

Involved in business continuity planning to ensure access to care via appointments and visits continue with minimal loss of service

Effectively manage change.

Person Specification

Other

Essential

• Ability to travel across the locality as required.

Desirable

• Access to own transport.

Qualifications

Essential

• Minimum of C/4 grade GCSE or equivalent in English, Maths.
• Evidence of continuing personal development.
• Recognised management qualification.

Experience

Essential

• Experience of rota planning.
• Experience in staff management and leading a team, or willing to undertake leadership and management training.
• Experience of successful annual/ long term and short term planning.

Desirable

• Experience of EMIS clinical system.
• Experience of working in an NHS or other healthcare environment.

Personal qualities and attributes

Essential

• Commitment to reducing health inequalities.
• Demonstrates use of appropriate communication to gain the co-operation of relevant stakeholders.
• Innovative and enthusiastic.
• Is able to recognise personal limitations and refer to more appropriate colleague(s) when necessary.
• Ability to identify risk and assess/manage risk.
• Able to provide leadership and to finish work tasks.
• Ability to maintain effective working relationships and to promote collaborative practice with all colleagues.
• Demonstrates personal accountability, emotional resilience and works well under pressure.
• Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines.
• Ability to work flexibly and enthusiastically within a team or on own initiative.

Knowledge and Skills

Essential

• Self-motivated and able to motivate others.
• Excellent attention to detail.
• Able to direct the work of a team to consistently deliver against objectives.
• Excellent interpersonal, influencing and negotiating skills.
• High level of written and oral communication skills.
• Able to deliver training and produce training materials.
• Ability to work under pressure in a fast paced service environment. Professional and calm approach at all times, particularly when dealing with difficult situations.
• Understanding of confidentiality in primary care.
• Advanced organisational skills.
• Proficient IT skills.
• Ability to use data and produce timely and informative reports.
• Knowledge of and ability to work to policies and procedures, including confidentiality, safeguarding, lone working, information governance, and health and safety.

Desirable

• Knowledge of currentNHS Primary care Digital strategies.
• Knowledge of EMIS appointment schedule.

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

Bay Medical Group

Address

Bay Medical Group

1 Heysham Road

Heysham

Morecambe

Lancashire

LA3 1DA

Employer's website

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