Job summary
Are you seeking a role as Rota, Templates and Space Coordinator in a GP practice that offers flexibility and an amazing place to work? Then look no further as The Old School Surgery are looking for you!
This post is vacant due to an internal promotion. It is to support both existing day-to day clinical
sessions and the development of future clinical services, including possible migration
to a PCN specific booking platform in future. The successful applicant will be responsible
for organising and coordinating appointment rotas and any associated work such
as dealing with appointment cancellations.
They will provide high-level administration support to the Care
Navigation team Leader and team.
Main duties of the job
The Practice operates across two sites and employs over 100 members of staff including Clinical staff comprising of GPs, Nurse Practitioners, Practice Nurses, Mental Health Nurses, Sexual Health Nurses, Clinical Pharmacists, Physiotherapists, and Social prescribers. The successful candidate will need to act as a liaison between these team members and the management and administrative teams.
This individual will therefore be a key point of contact for all team members and will be able to sign post queries to relevant individuals as appropriate.
The post holder will provide support in monitoring the progress of activity undertaken by the Practice in relation to appointment based targets and analyse and collate data for presentation to internal and external stakeholders.
Our whole ethos is team working and wellbeing!
By welcoming you to our practice you will be given an extensive induction. Thereafter you will work autonomously, always with the support of the partners and a variety of allied professionals who together serve our population of 31,000 patients.
We innovate, we educate, if all this resonates then read on.
Be part of our highly skilled team. We look for enthusiasm; high achieving; individuals who enjoy working in a diverse demographic, who strive to deliver high quality primary care. In return we offer: A competitive salary, flexible hours and regular informal appraisals with management.
About us
We offer our team:
Lunch & learn opportunities
Access to our in house Wellbeing team and Mental Health First Aiders, WhatsApp groups to keep you in the 'know' and socialise, a newly refurbished break room with free fresh ground coffee from a state of the art ''posh'' coffee machine, fresh fruit and snacks. Herbal teas etc. Once a month we hold a themed lunch.
Access to the NHS pension
Cycle to Work scheme
Some of the wellbeing activities staff have participated in were: Mental Health Awareness Week Nature Competition which team could grow the tallest sunflower. A pack of seeds for everyone.
Healthy Work life balance Social do's in and out of the Practice
We are a large team and can therefore accommodate most working patterns.
We love working here and we are sure you will too!
For further details, please feel free to contact the Practice Experience Manager Tim Newman, for an informal chat and a tour of the beautiful Old School Surgery:
tim.newman@nhs.net
Job description
Job responsibilities
Job responsibilities
- Effectively managing the various appointments, diaries and the Clinical System (EMIS) templates in line with agreed policies and procedures.
- Monitor the appointment system daily to update any changes.
- Assist in the organising of clinics and the corresponding templates being held by Locums and other staff not employed by the Practice.
- Ensure adequate staffing levels across multiple areas in line with agreed policy liaising with Care Navigation Team Leader & Practice Management Team if needed.
- Deal with general day-to-day queries from patient and Practice team.
- Work closely with the Care Navigation Team Leader and others to evaluate staffing establishment and training requirements associated with the Care Navigation Team.
- Liaise as required with the Care Navigation Team Leader & Practice Management Team on any upcoming projects.
- Ensure all visitors are signing in and out following Practice procedures
- Continually assess and evaluate systems recommending changes and improvements to the Care Navigation Team Leader & Practice Management Team as appropriate.
- Actively participate in staff and external meetings at the request of the Care Navigation Team Leader & Practice Management Team or Partners.
- Promptly notify relevant staff of deliveries received, following all Practice guidance and ensure the deliveries are dealt with in a timely manner.
- Actively ensure all Patient and Care Navigation areas and waiting areas are kept free of clutter, clean and tidy.
- Take responsible for ensuring the close down of the Practice is adequately completed following all protocols and that the clinical rooms are left clear and tidy with no patient data.
- Ensure all issues raised by other staff are investigated and dealt with and reported to the Care Navigation Team Leader & Practice Management Team
- Identify areas where further training/systems/improvements are needed and ensure action is taken and changes implemented.
- Take responsibility for the security of prescriptions, including the receiving of deliveries, storage and logging.
- Ensure that designated Care Navigators are checking Clinicians return from visits and that this role is noted on the rota.
- Follow all reasonable management requests from the partners or higher management team.
Human Resources
Take responsibility for deputising in the Care Navigation team leaders absence the operational line management of staff working within the Care Navigation Team
- Involvement in the recruitment process for new members of the Care Navigation Team.
- Develop, arrange and carry out/oversee staff induction, training and development opportunities for the Care Navigation Team, liaising with the HR Administrator to ensure staff are appropriately trained to fulfil their roles and to maximise opportunities for motivating staff to fulfil their potential.
- Deal with change of hours requests in conjunction with the Care Navigation Team Leader.
- Work closely with the Care Navigation Team Leader to involve staff as appropriate in the introduction of change.
- Ensure full training is given to staff
- Assisting the Care Navigation Team leader with Disciplinary and Grievance procedures, this could include investigations, meetings and note taking.
- Take responsibility for cross line management when another line manager is absent, ensuring line management duties are carried out.
- Support the Care Navigation Team Leader to organise and carry out exit interviews, liaising with the HR Officer.
- Assist the Care Navigation Team Leader in ensuring all policies and procedures are up to date relating to the Care Navigation arena and ensuring all relevant staff have read and understood the policies.
- Deal with requests for annual leave
Job description
Job responsibilities
Job responsibilities
- Effectively managing the various appointments, diaries and the Clinical System (EMIS) templates in line with agreed policies and procedures.
- Monitor the appointment system daily to update any changes.
- Assist in the organising of clinics and the corresponding templates being held by Locums and other staff not employed by the Practice.
- Ensure adequate staffing levels across multiple areas in line with agreed policy liaising with Care Navigation Team Leader & Practice Management Team if needed.
- Deal with general day-to-day queries from patient and Practice team.
- Work closely with the Care Navigation Team Leader and others to evaluate staffing establishment and training requirements associated with the Care Navigation Team.
- Liaise as required with the Care Navigation Team Leader & Practice Management Team on any upcoming projects.
- Ensure all visitors are signing in and out following Practice procedures
- Continually assess and evaluate systems recommending changes and improvements to the Care Navigation Team Leader & Practice Management Team as appropriate.
- Actively participate in staff and external meetings at the request of the Care Navigation Team Leader & Practice Management Team or Partners.
- Promptly notify relevant staff of deliveries received, following all Practice guidance and ensure the deliveries are dealt with in a timely manner.
- Actively ensure all Patient and Care Navigation areas and waiting areas are kept free of clutter, clean and tidy.
- Take responsible for ensuring the close down of the Practice is adequately completed following all protocols and that the clinical rooms are left clear and tidy with no patient data.
- Ensure all issues raised by other staff are investigated and dealt with and reported to the Care Navigation Team Leader & Practice Management Team
- Identify areas where further training/systems/improvements are needed and ensure action is taken and changes implemented.
- Take responsibility for the security of prescriptions, including the receiving of deliveries, storage and logging.
- Ensure that designated Care Navigators are checking Clinicians return from visits and that this role is noted on the rota.
- Follow all reasonable management requests from the partners or higher management team.
Human Resources
Take responsibility for deputising in the Care Navigation team leaders absence the operational line management of staff working within the Care Navigation Team
- Involvement in the recruitment process for new members of the Care Navigation Team.
- Develop, arrange and carry out/oversee staff induction, training and development opportunities for the Care Navigation Team, liaising with the HR Administrator to ensure staff are appropriately trained to fulfil their roles and to maximise opportunities for motivating staff to fulfil their potential.
- Deal with change of hours requests in conjunction with the Care Navigation Team Leader.
- Work closely with the Care Navigation Team Leader to involve staff as appropriate in the introduction of change.
- Ensure full training is given to staff
- Assisting the Care Navigation Team leader with Disciplinary and Grievance procedures, this could include investigations, meetings and note taking.
- Take responsibility for cross line management when another line manager is absent, ensuring line management duties are carried out.
- Support the Care Navigation Team Leader to organise and carry out exit interviews, liaising with the HR Officer.
- Assist the Care Navigation Team Leader in ensuring all policies and procedures are up to date relating to the Care Navigation arena and ensuring all relevant staff have read and understood the policies.
- Deal with requests for annual leave
Person Specification
Qualifications
Essential
- English and Maths GCSE grade C or above.
- Ability and skills to manage and motivating staff.
- Ability to work within a management team.
- Ability to deal with external organisations at supervisory level.
- Ability to carry out staff appraisals.
- Knowledge and skills of line management including being involved in recruitment, staff training and being able to motivate a team.
- Excellent leadership skills.
- Ability to carry out complex administration and record keeping in an office environment.
- Ability to understand and learn new software and administrative procedures.
- Accurate and thorough approach.
- IT literate, including experience in using Word and Excel at intermediate level, proficient at using email and the internet.
- Ability to work in a changing environment and work under pressure.
- Experience of dealing with members of the public.
Desirable
- Experience in primary care/NHS/caring profession.
- Formal qualification in IT (e.g. CLAIT, ECDL).
- Experience in using EMIS clinical software.
- Knowledge of & Ability to assist in complex HR processes such as grievance process, disciplinary, dismissal etc.
- Experience of working in GP practice
- Educated to NVQ Level 3 in Business Administration or equivalent knowledge/experience
- Diploma level qualification and/or equivalent level of skills, knowledge and experience
Personal Qualities, Attributes, Knowledge & Skills
Essential
- Critical attention to detail and passionate about ensuring work is correct
- Excellent communication skills both verbally and in writing
- Ability to work under pressure and to tight timescales
- Good presentation skills
- Ability to maintain effective working relationships and to promote collaborative practice with all colleagues
- Ability to demonstrate personal accountability, emotional resilience and work well under pressure
- Ability to work within a team.
- 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
- Understanding of, and commitment to, equality, diversity and inclusion
- Strong organisational skills, including planning, prioritising, time management and record keeping
- Ability to recognise and work within limits of competence and seek advice when needed
Desirable
- Good understanding of person based clinical systems and issues of good quality information
- Understanding of the wider determinants of health, including social, economic and environmental factors
- Knowledge of how the NHS works, including primary care and PCNs
Person Specification
Qualifications
Essential
- English and Maths GCSE grade C or above.
- Ability and skills to manage and motivating staff.
- Ability to work within a management team.
- Ability to deal with external organisations at supervisory level.
- Ability to carry out staff appraisals.
- Knowledge and skills of line management including being involved in recruitment, staff training and being able to motivate a team.
- Excellent leadership skills.
- Ability to carry out complex administration and record keeping in an office environment.
- Ability to understand and learn new software and administrative procedures.
- Accurate and thorough approach.
- IT literate, including experience in using Word and Excel at intermediate level, proficient at using email and the internet.
- Ability to work in a changing environment and work under pressure.
- Experience of dealing with members of the public.
Desirable
- Experience in primary care/NHS/caring profession.
- Formal qualification in IT (e.g. CLAIT, ECDL).
- Experience in using EMIS clinical software.
- Knowledge of & Ability to assist in complex HR processes such as grievance process, disciplinary, dismissal etc.
- Experience of working in GP practice
- Educated to NVQ Level 3 in Business Administration or equivalent knowledge/experience
- Diploma level qualification and/or equivalent level of skills, knowledge and experience
Personal Qualities, Attributes, Knowledge & Skills
Essential
- Critical attention to detail and passionate about ensuring work is correct
- Excellent communication skills both verbally and in writing
- Ability to work under pressure and to tight timescales
- Good presentation skills
- Ability to maintain effective working relationships and to promote collaborative practice with all colleagues
- Ability to demonstrate personal accountability, emotional resilience and work well under pressure
- Ability to work within a team.
- 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
- Understanding of, and commitment to, equality, diversity and inclusion
- Strong organisational skills, including planning, prioritising, time management and record keeping
- Ability to recognise and work within limits of competence and seek advice when needed
Desirable
- Good understanding of person based clinical systems and issues of good quality information
- Understanding of the wider determinants of health, including social, economic and environmental factors
- Knowledge of how the NHS works, including primary care and PCNs
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
