Rota Coordinator

Job description

Job responsibilities

The post holder is responsible for the efficient and effective operation of:

The clinical scheduling and appointments system, including responding to requests for leave from members of the clinical team, preparation and organisation of the rotas, loading appointment schedules, procurement of locums and dealing with requests for changes.

Liaising with the Deanery, various Universities and local secondary care institutions regarding Registrars/FY2s to ensure their rotas have adequate debrief/joint tutorials when they start with us.

The non-clinical staffing rota, ensuring adequate administrative staffing levels at all times, including responding to requests for leave in line with agreed policy.

Ensuring any rotas needed are also populated on the PCN SystmOne Module.

The Rota Co-ordinator also works as part of the Administrative team this team provides support for the practice, working together to ensure that tasks are carried out to the required deadlines; to support patient care. The team has to respond to circumstances and a positive and flexible approach is required.

The post holder organises their work and manages their time effectively to ensure that all tasks are completed within the required timescales.

Duties and Responsibilities:

The primary focus of the role is rota scheduling and appointments however; the duties and responsibilities undertaken by the practice administrative team will be varied dependent on current and evolving practice workload and staffing levels.

Main duties/key tasks:

Administer, record and respond to requests for leave from any member of the practice team, within practice policy, referring on any queries to a member of the management team

Maintain accurate and up-to-date records for any leave (annual sickness, maternity etc.) and provide data as requested by the Senior Management team

Prepare clinical and non-clinical rotas in accordance with policy, ensuring all service needs are met

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

Liaise with the Deanery around Registrar and FY2 placements.

To create rotas that compliment their placements ensuring debriefs and joint tutorials are in place. To complete any paperwork that is needed by the Deanery.

Cancel and rearrange clinical sessions where necessary, liaising with the Reception/Administration team to contact patients as required to rearrange their appointments

Contact locums to arrange sessions, ensuring this is done in advance so that practice needs are met

Ensure that all individual locums have signed up-to-date practice contracts and provided all necessary documentation and there is a suitable agreement in place with any individual locum/locum agency

Enter appointment schedules on to the computer system, ensuring accuracy and that appointments are available in good time

Ensure that the appropriate numbers of telephone and same-day appointments are reserved

Amend the rotas and appointments as requested, within policy and ensuring all service requirements are met

Any other duty required to support the effective operation of the clinical and non-clinical rotas/systems

Completing any reporting/data requests from the PCN on rotas including Extended Access appointments.

Administration duties:

The following duties will be required as appropriate:

Ensure that all incoming and internal patient correspondence is stored on/in the patients medical record and relevant information is recorded and coded as appropriate.

Input and retrieve data in line with the requirements of the practice

Maintain and update the clinical system so that it continues to support the clinical activities of the practice

Initiate improvements to the IT system in conjunction with the IT lead

Provide general administrative/reception support to the practice as required

Reception duties:

Reception duties will not be required routinely, but the post holder will carry them out when required due to staffing levels or an increase in workload.

As practice processes change under the direction of NHS England etc. duties and responsibilities will evolve and it is expected that the post-holder will undertake training in order to participate and be competent in a wide range of activities. Due to extended access being part of the PCN and Practice remit, the post-holder will also help cover any extended access rotas across the PCN as needed to fulfil the Practice commitment.

Person Specification

Skills

Essential

• Excellent communication skills (written, oral and presenting).
• Excellent IT skills (generic).
• Strategic thinker.
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
• Effective time management (Planning & Organising).
• Proven problem-solving & analytical skills.
• Ability to motivate and train staff.
• Ability to negotiate and manage conflict.
• Able to manage change and cope with pressure.

Desirable

• Excellent leadership skills.
• Systmone skills and reporting.
• Ability to develop, implement and embed policy and procedure.

Qualifications

Essential

• Evidence of a sound education to A-level standard or equivalent

Desirable

• Educated to degree level
• Evidence of further relevant training or continuing professional development

Experience

Essential

• Experience of working with the general public.
• Experience of leading teams.
• Excellent interpersonal skills to deal with challenging situations and relationships.
• Experience in workforce planning.
• Ability to summarise and present information in a relevant way to different audiences.
• Experience of working in teams and able to promote a team spirit.
• Experience of working in an environment where computers are used to manage the majority of your work.

Desirable

• Experience of working in a healthcare setting.
• Experience of working in primary care.
• Experience of producing agendas and minutes for meetings.

Personal Qualities

Essential

• Polite and confident.
• Flexible and cooperative.
• Excellent interpersonal skills.
• Motivated and proactive.
• Ability to use initiative and judgement.
• Forward-thinker with a solution-focused approach.
• High levels of integrity and loyalty.
• Sensitive and empathetic in distressing situations.
• Ability to work under pressure.
• Confident, assertive, and resilient.
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.

Desirable

• Ability to drive and deliver change effectively.

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

Colne Valley Group Practice

Address

West Wing, Ground Floor

Globe Mills, Bridge Street

Slaithwaite

Huddersfield

HD7 5JN

Employer's website

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