Job summary
We are looking for either a full time or part time rota coordinator who will be responsible for the operational and day-to-day
management of the clinical and administrative rotas for the practice, ensuring
that adequate levels of cover are maintained throughout the practices
operating hours. This will include the maintenance and administration of the
systems for the management of rotas and coordinating all types of absences.
The
role will also ensure appropriate and prompt reactions to urgent changes within
the rotas are handled and dealt with in a timely manner.
The successful
candidate must be able to work collaboratively with all teams to ensure that
work is completed efficiently and accurately. The successful candidate will
also need to have a flexible attitude towards the duties they are asked to take
on and be able to easily adapt to changes. care.
Main duties of the job
Responsibilities and duties will include, the daily management of the practice rotas which will involve the following:
- Create
and maintain the clinical rotas via the computerised appointment system on SystmOne,
setting up sessions for all clinicians.
- Create and maintain the administration rotas, via Microsoft Excel, to
accurately rota administrative staff to cover both sites.
- Ensure holidays and meetings are scheduled and cover is up to date and
communicated appropriately, notifying the SMT of potential problems within the
clinical rotas.
- Monitor clinical staff rotas for changes, managing any absences by
reviewing same day availability across the team, working with the Operations
Manager to resolve any immediate problems.
- Where locum cover is required, coordinate the locum booking process to
ensure that gaps are identified, and appropriate cover organised in a timely
manner.
- Ensure that appointments are accurately entered onto SystmOne in good
time.
- Plan, organise and create the on call rotas to ensure there is a duty
doctor to cover on-the-day work each day.
- Plan, organise and create rotas for medical student and GPR placements
with the surgery.
- Monitor and analyse the appointment systems and report any discrepancies to the SMT to assist with the operational
running of the practice.
- Deal
with first line queries from clinical and administration staff regarding rota
queries.
- Respond
to urgent unplanned changes to rotas.
About us
Elmwood Family Doctors is a large, modern GP Practice split across two sites, awarded 'Outstanding' in our most recent CQC inspection and with excellent patient feedback in the 2021 annual patient survey.
Our Holmfirth site is recently refurbished with excellent facilities. Our Meltham site is in the heart of the local village community. We offer a full range of healthcare services to approximately 15,000 patients across both sites.
Job description
Job responsibilities
A summary of the key duties of the role are set out below and a full job description is available.
Create
and maintain the clinical rotas via the computerised appointment system on SystmOne,
setting up sessions for all clinicians.
Create and maintain the administration rotas, via Microsoft Excel, to accurately rota administrative staff to cover both sites.
Ensure holidays and meetings are scheduled and cover is up to date and communicated appropriately, notifying the SMT of potential problems within the clinical rotas.
Monitor clinical staff rotas for changes, managing any absences by reviewing same day availability across the team, working with the Operations Manager to resolve any immediate problems.
Where locum cover is required, coordinate the locum booking process to ensure that gaps are identified, and appropriate cover organised in a timely manner.
Ensure that appointments are accurately entered onto SystmOne in good time.
Plan, organise and create the on call rotas to ensure there is a duty doctor to cover on-the-day work each day.
Plan, organise and create rotas for medical student and GPR placements with the surgery.
Monitor and analyse the appointment systems and report any discrepancies to the SMT to assist with the operational running of the practice.
Deal with first line queries from clinical and administration staff regarding rota queries.
Respond to urgent unplanned changes to rotas.
Assisting the Practice Administrators and SMT with ad-hoc duties as the need arises.
Job description
Job responsibilities
A summary of the key duties of the role are set out below and a full job description is available.
Create
and maintain the clinical rotas via the computerised appointment system on SystmOne,
setting up sessions for all clinicians.
Create and maintain the administration rotas, via Microsoft Excel, to accurately rota administrative staff to cover both sites.
Ensure holidays and meetings are scheduled and cover is up to date and communicated appropriately, notifying the SMT of potential problems within the clinical rotas.
Monitor clinical staff rotas for changes, managing any absences by reviewing same day availability across the team, working with the Operations Manager to resolve any immediate problems.
Where locum cover is required, coordinate the locum booking process to ensure that gaps are identified, and appropriate cover organised in a timely manner.
Ensure that appointments are accurately entered onto SystmOne in good time.
Plan, organise and create the on call rotas to ensure there is a duty doctor to cover on-the-day work each day.
Plan, organise and create rotas for medical student and GPR placements with the surgery.
Monitor and analyse the appointment systems and report any discrepancies to the SMT to assist with the operational running of the practice.
Deal with first line queries from clinical and administration staff regarding rota queries.
Respond to urgent unplanned changes to rotas.
Assisting the Practice Administrators and SMT with ad-hoc duties as the need arises.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Experience
Essential
- Experience of providing patient or customer service
- Experience of establishing effective office administrative systems
- Experience of using complex IT systems
Desirable
- Familiar with SystmOne, TeamNet and Google suite.
- Experience of working within NHS care.
- Experience of working in Reception role.
Knowledge and skills
Essential
- Excellent verbal and written communication skills.
- Excellent organisational and administrative and timekeeping skills.
- Excellent I.T. capabilities
- An enthusiastic and motivated individual.
- Able to work independently and as part of a team.
- A clear understanding of and respect for patient confidentiality and maintaining the confidentiality of business and staff information.
- Respect for equality and diversity, of patients and staff, and ability to act in a way that recognises individual rights in a way that is consistent with the Practices policies and procedures.
- Commitment to personal professional development, including taking responsibility for and maintaining records of own development, learning and performance.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Experience
Essential
- Experience of providing patient or customer service
- Experience of establishing effective office administrative systems
- Experience of using complex IT systems
Desirable
- Familiar with SystmOne, TeamNet and Google suite.
- Experience of working within NHS care.
- Experience of working in Reception role.
Knowledge and skills
Essential
- Excellent verbal and written communication skills.
- Excellent organisational and administrative and timekeeping skills.
- Excellent I.T. capabilities
- An enthusiastic and motivated individual.
- Able to work independently and as part of a team.
- A clear understanding of and respect for patient confidentiality and maintaining the confidentiality of business and staff information.
- Respect for equality and diversity, of patients and staff, and ability to act in a way that recognises individual rights in a way that is consistent with the Practices policies and procedures.
- Commitment to personal professional development, including taking responsibility for and maintaining records of own development, learning and performance.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
