Park Medical Practice

Rota Co-ordinator

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Job summary

Rota Administrator - 15 Hours per week

Monday/Wednesday/Friday mornings

Option to work from home or practice based.

Job Summary

The postholder will be responsible to fully co-coordinating the clinical rotas for all our sites. You will be responsible for ensuring that the staffing levels are effectively planned each day. This will be done by ensuring the rotas are managed as effectively and efficiently with the support of the GP Partner responsible for rotas.

You will need to build excellent working relationships with both the clinical and non-clinical staff members and manager to deliver robust rotas following practice policies and procedures. You will have to be calm and will be able to think on your feet using your own initiative.

You will be expected to attend the appointment working group meetings ( in person), and have a flexible approach to work and be able to work under pressure to be able to hit deadlines.

Knowledge of the TPP System One rotas or NHS management systems would be a significant advantage.

Main duties of the job

Create & maintain Rotas & slot types for all the clinical team and ensure they are correctly mapped to the National Slot Types

Create rotas in advanced as per practice protocols ensuring that all rota ledger adjustments are added to the normal generic rota.

Ensure the start / finish times reflect each individual GP agreed rota and allocate rooms to all clinicians and balance skill set across the 4 surgeries.

Apply & maintain holiday, training & Study days into the Appointments Ledger

Create & maintain Extended Hours Rota and check and making sure all sessions are filled & source cover if needed.

Add Ward Round Visits to the Visit list & assign to the relevant GP & amend rota to accommodate the Ward round patients

Work in liaison with the Managers to create clinics for Minor-Ops, Cryotherapy etc

Compile annual Nurse & HCA Saturday Rotation

Cancel & move patients if staff off sick or unable to work at short notice, adjust rotas for staff to accommodate changes to shift pattern.

Update the Master Rota on the S-Drive twice a month to ensure the correct balance of GPs at each site

Ensure that all appropriate members of the team are made aware of any rota changes/variations.

Ensure that you are up to date with practice policies and procedures.

Ensure you are up to date with access and capacity requirements.

Undertake any necessary personal development and training.

About us

We are a large training practice based over 4 sites, Chaddesden, Borrowash, Oakwood and the University of Derby.

All sites have access to free parking and are located on good bus routes.

The practice is part of Oakdale Park PCN, which is made up of Park Medical Practice and Overdale medical Practice.

We feel that the well being of our team is very important so we actively hold events that the post holder would be able to join if they so wished. We encourage participation in Park runs, our gardening club and going for a walk and getting outside at breaks as well as holding social evenings and picnics in the park.

This role has been created with the retirement of the current post holder who has given the practice over 30 years service. Long service at the practice is not unusual.

We have a very active PPG who work closely with the practice. We are aware that we do not get everything right first time, but our ethos is to work hard at providing the best service we can for our patients delivered by motivated, happy , trained staff who are proud to work at PMP.

Date posted

27 June 2024

Pay scheme

Other

Salary

£8,994.67 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

A3573-24-0008

Job locations

Park Medical Practice

Maine Drive

Chaddesden

Derby

DE21 6LA

The Park Medical Practice

46 Derby Road

Borrowash

Derby

DE72 3HA

Job description

Job responsibilities

Rota Administrator - 15 Hours per week

Monday/Wednesday/Friday mornings

Option to work from home or practice based.

Job Summary

The post holder will be responsible to fully co-coordinating the clinical rotas for all our sites. You will be responsible for ensuring that the staffing levels are effectively planned each day. This will be done by ensuring the rotas are managed as effectively and efficiently with the support of the GP Partner responsible for rotas.

You will be expected to attend the appointment working group meetings ( in person), and have a flexible approach to work and be able to work under pressure to be able to hit deadlines.

Knowledge of the TPP System One rotas or NHS management systems would be a significant advantage.

Main Duties of the role

*Create & maintain Rotas & slot types for all the clinical team.

* Ensure they are correctly mapped to the National Slot Type this will be for the following clinicians - GP, ACP, PHARMACIST & REMOTE PHARM & PHARM TECHS, PHYSIO, NURSE, HCA, MIDWIFE, HEALTH& WELLBEING, MENTAL HEALTH PRACTITIONER, LOCUM STAFF & TRAINEES

*Apply rotas 3 4 weeks in advanced for all GPs and ACP's, up to 5 months in advance for Midwives, all PCN staff 2-3 months, nurse rotas are Auto applied 8 weeks ahead so need to check all rotas are applied & amend/check the ones that have not been applied (we get a task alert if failed to apply)

* Ensure that all rota ledger adjustments are added to the normal generic rota.

This includes variable on the day adjustments such as

CCAS Rota for external booking including the required number NHS111/CCAS appointments.

Ward Rounds

Debrief GP registrar slots.

Communication slots for Supervising

LTC & Nurse debrief slots.

Baby Clinics

Meetings as & when required.

On-Call rota, late visit

*Ensure the start / finish times reflect each individual GP agreed rota

*Allocate rooms to all clinicians and balance skill set across the 4 surgeries.

* Apply & maintain holiday, training & Study days into the Appointments Ledger on System 1 for all clinical staff, including meetings on Mondays & individual meetings throughout the week, to ensure that we have adequate cover and work with the accountant sourcing locum staff if deemed appropriate.

* Create & maintain Extended Hours Rota on the S-Drive, check Extended Hours rota frequently to pick up any changes, making sure all sessions are filled & source cover if needed by emailing the team. Ensure any extra clinics on the Saturday are added (Flu etc)

* NEW GP REGISTRARS - Create & maintain rota ledgers, ensure Tutorials and Debriefs are applied according to their individual plan, adjust ledger as training progresses.

* Add Ward Round Visits to the Visit list & assign to the relevant GP & amend rota to accommodate the Ward round patients, also add the weekly Check- in -Rota for the relevant days for the community staff /matron to enter patients needing a visit

*Work in liaison with the Patient Services manager to create clinics for Minor-Ops, Cryotherapy, Coil Fits & Implants so they can be filled from the waiting lists, change nurse clinics to reflect joint surgeries with the GP

*Change Nurse & HCA clinics when needed to accommodate the Flu Clinics, Home Flu Visits

* Compile annual Nurse & HCA Saturday Rotation, amend, and keep up to date throughout the year

* Cancel & move patients if staff off sick or unable to work at short notice, adjust rotas for staff to accommodate changes to shift patterns for short notice meetings or personal appointments

* Attend regular Appointment meetings or training, this may include doing appointment audits

*Update the Master Rota on the S-Drive twice a month to ensure the correct balance of GPs at each site

* Ensure Baby 8-week check and first immunisation & Postnatal clinics are applied 6 8 weeks in advance following practice policies.

* Ensure that all appropriate members of the team are made aware of any rota changes/variations.

* Ensure that you are up to date with practice policies and procedures.

*Ensure you are up to date with access and capacity requirements.

* To undertake personal development including attending regular training, webinars, and appraisals

* This job description will be reviewed annually or as and when necessary, in conjunction with the GP responsible for rota management. It gives a general outline of the post, and it is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder.

Equality and Dignity The post holder will be expected to adhere strictly to the principles of fairness and equality in carrying out the role. At all times the post holder will be required to show respect for and maintain the dignity of patients, the public and work colleagues. PMP will not tolerate and form of bullying or harassment, violence, or aggression against its employees.

Confidentiality Your attention is drawn to the confidential nature of the information collected. The unauthorised use of disclosure of patient information or any other personal information, staff code of conduct and/or Data Protection Act 1998 is a disciplinary offence and could result in prosecution or action for civil damages under the Data Protection Act 1998.

Pre-Employment Health Check The appointment will be subject to a satisfactory Pre-Employment Health Check.