Appointments Team Coordinator

Job description

Job responsibilities

Performance Maximisation

• Manage clinical teams' rotas and appointment schedules to support smooth daily operations.
• Create and maintain weekly rotas for Doctors, Registrars, Nurse Practitioners, and Physician Associates.
• Maintain weekly room rotas for all sites.
• Add clinics and room numbers to SystmOne (weekly, monthly, and preferably four weeks in advance), including Derm Hub and MSK Hub, and inform relevant teams.
• Apply nurse/HCA templates throughout the year.
• Balance daily appointment demand by managing urgent extras and emergency slots in coordination with the Care & Appointments Navigation Team.
• Assign home visits to relevant clinicians after morning surgery.
• Maintain access procedures, protocols, and navigation tools for the Care & Appointments Navigation Team.
• Handle annual leave and clinical staff absences, adjusting rotas to ensure coverage (Doctors, Physician Associates, Advanced Nurse Practitioners, Trainees, Nurses, and Medical Students).
• Ensure appointment count is completed weekly to maintain appropriate slot types and capacity.
• Track student payment claims and process Locum/Payment fees with the Finance Team.

• Distribute weekly rotas via email and printed copies. Liaise with universities to coordinate student placements.
• Communicate trainee absences to Bradford University weekly and Calderdale monthly.
• Respond to high volumes of emails and manage internal and external queries.
• Support staff communication regarding absences, leave, and schedule changes.
• Organise student teaching sessions and send placement feedback forms.
• Collaborate with colleagues to cover workloads and maintain seamless service during absences, sharing best practices and providing support where needed.

• Conduct inductions for incoming students. Prepare induction timetables for new GPR trainees (February and August intakes).
• Create student timetables for Leeds and Bradford University placements.
• Print induction packs and explore digital alternatives.
• Support teaching and induction activities with relevant stakeholders.
• Unlock smartcards for medical students.
• Take ownership of assigned responsibilities and demonstrate initiative in resolving issues.
• Demonstrate effective time management by prioritising tasks, meeting deadlines, and managing workload independently.
• Consistently adhere to practice policies, procedures, and professional standards, modelling positive behaviours and a proactive attitude.

• Maintain a tidy, safe, and organised working environment in line with health and safety regulations.
• Participate in workplace wellbeing initiatives and check-ins, recognising the importance of mental and emotional health in a busy working environment.
• Raise concerns where appropriate and seek support when facing challenges, encouraging a healthy, open working atmosphere.
• Uphold safeguarding responsibilities in line with the practice's policies available on PeopleHR.

• Embody and promote the core values outlined in the Practice Overview and Strategy, including being Friendly, Caring, Innovative, Open, and Team-focused.
• Role model the behaviours promoted through the Practice Development Framework and contribute to building a learning, supportive culture.
• Foster a collaborative culture by actively supporting colleagues across departments, breaking down silos, and working together to achieve shared success.
• Support a culture of learning and knowledge-sharing by contributing to the training and onboarding of new employees, as well as supporting the ongoing development of existing team members.

This job description is not intended to be exhaustive. The post-holder may be required to undertake other duties from time to time, as reasonably required by the practice, to meet the evolving needs of the organisation.

Person Specification

Required Skills and Competencies

Essential

• Advanced Microsoft Excel Proficiency - Ability to create and manage complex rotas, room bookings, and data tracking sheets efficiently.
• Electronic Patient Record Systems - Confident use of SystmOne for scheduling, template management, and clinic setup.
• Effective Time Management - Demonstrated ability to prioritise and coordinate multiple tasks to meet tight deadlines and operational demands.
• Administrative Efficiency - Capable of handling high volumes of emails, queries, and ad-hoc requests with speed and accuracy.
• Data Analysis and Reporting - Comfortable using Excel and other tools to track and analyse appointment patterns, service demand, and student-related finance data.
• Clear and Professional Communication - Able to relay critical information to clinical staff, students, and external stakeholders clearly and promptly.
• Team Collaboration - Proven ability to work collaboratively with multidisciplinary teams, including clinicians, managers, care navigators, and administrative staff.
• Stakeholder Engagement - Experienced in liaising with universities, medical practices, and postgraduate teams to support student placements and training requirements.
• Onboarding and Induction - Skilled in creating and delivering effective induction programs and timetables for students and GPR trainees.
• Rota and Resource Management - Competent in managing clinical resources, balancing appointments and staff availability to support service delivery.
• Mentoring and Guidance - Provides practical support and instruction to junior staff and students in line with practice standards and policies.
• Confidentiality and Data Protection - Adheres to GDPR and organisational protocols when handling personal, clinical, and student data.
• Adaptability and Resilience - Able to remain calm and efficient under pressure, adjusting to daily operational changes and supporting emergency cover when needed.

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

The Ridge Medical Practice

Address

The Ridge Medical Centre

Cousen Road

Bradford

West Yorkshire

BD7 3JX

Employer's website

http://www.theridgemedicalpractice.nhs.uk/ (Opens in a new tab)