Rota Coordinator

Job Summary:

The successful candidate will have high attention to detail and excellent communication skills combined with the ability to effectively prioritise own workload.

You will be an essential member of the Operations/Admin Team, supporting a range of administrative tasks to ensure that we have the right staff, in the right shifts at the right time. Full training will be provided, along with ongoing support.

This post will involve maintaining the day to day administration of the clinical staffing rotas ensuring the appropriate levels of staff and clinical safety is maintained at all times. This post will require exemplary attention to detail skills and be a great communicator. The successful candidate will be required to work closely with the HR Lead.

The work pattern to perform the role effectively will require the individual to dedicate solid hour blocks of time. The role should therefore be delivered over no more than 5 half days. The post is for 20 hours per week.

Job Responsibilities:

To produce medical rotas for the Practice under the supervision of the Operations Manager in an accurate and timely manner for all Clinical staff to ensure that adequate cover is available. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

· Compile rotas from information received, using the Rota Master.

· Finalise and issue agreed rota, subject to approval.

· To upload rotas onto Emis within an agreed timeframe.

· Edit appointment slots on EMIS as necessary.

· Deal with queries and changes in an effective and timely manner.

· Inform the Operations Manager if there is any foreseen ‘risk’ such as shortage of clinical staff

on rota.

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

· The post holder will assist with student experience inductions and timetables for the trainee doctors, paramedics, nurses and physician associates.

· Participate in investigating complaints relating to administration of rotas

· Updating the rotas and Emis with any annual leave or absence’s

· Updating annual leave and other absences on Clarity/Team Net for both clinical and non-clinical staff.

· Creating the room rota allocation ensuring all Grove clinicians and supported services have the necessary consultation rooms; ensure no double bookings

· Work Collaboratively with all other leads, Managers and Partners in the organisation on matters relating to rotas

· To provide other administrative tasks as requested by the Operations Manager

Confidentiality:

· In the performance of the duties outlines in their Job Description, the post-holder may have access to confidential information relating to the patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

· Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of person and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, to include:

· Using personal security systems within the workplace according to practice guidelines.

· Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

· Making effective use of training to update knowledge and skills.

· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

· Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

· Activing in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

· Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

· Behaving in a manner which his welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of its employment, such training to include:

· Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

· Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

The post-holder will strive to maintain quality within the practice, and will:

· Alert other team members to issues of quality and risk.

· Assess own performance and take accountability for own actions, either directly or under supervision.

· Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.

· Work effectively with individuals in other agencies to meet patient’s needs.

· Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

· Communicate effectively with other team members.

· Communicate effectively with patients and carers.

· Recognize people’s needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

· Apply practice policies, standards and guidance.

· Discuss with other members of the team how the policies, standards and guidelines will affect own work.

· Participate in audit where appropriate.

Job Types: Part-time, Permanent
Part-time hours: 20 per week

Salary: From £22,000.00 per year

Benefits:

• Company pension
• Employee discount
• Free parking
• On-site parking

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Surrey: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Surrey

Application deadline: 26/05/2023