Job summary
East Norfolk Medical
Practice is offering an exciting opportunity for an analytical and
well-organised individual to join our Operations Team as an Operations Team
Assistant, working 25 hours per week.
This role is ideally
suited to someone who enjoys planning, problem-solving, and working with
complex information. The successful applicant will play a key role in the analysis,
planning, coordination, and maintenance of both clinical and non-clinical rotas,
supporting safe, efficient, and continuous service delivery across the
practice.
You will make
extensive use of Microsoft Excel to manage and analyse rota and
workforce data, identify gaps, and support effective operational planning.
Strong organisational skills, attention to detail, and the ability to manage
competing priorities are essential.
In addition, the role
involves processing Subject Access Requests and supporting a range of
operational and administrative functions. This requires a high level of
accuracy, discretion, and confidentiality.
This is an excellent
opportunity for an individual looking to develop their analytical, planning,
and organisational skills, and to gain a broader understanding of
operational working within Primary Care. Full training will be
provided to support the successful applicant in the role.
Main duties of the job
- Planning and creating all ENMP & Enhanced access rotas to Systm One.
- Ensuring all registrars and PAs are aligned to a GP and debriefs slots are added.
- Changing and amending rotas when required.
- Complete monthly spreadsheets of staffing distributions for Duty Doctor and NCD.
- Ensure appropriate clinical cover is always in place, including leave, sickness and unexpected absences.
- Analyse staffing patterns, demand and capacity to ensure appropriate cover through interpreting workforce data to identify trends.
- Produce analytical reports to inform operational decision-making.
- Co-ordinates and authorises annual leave, study leave, training days, and on-call arrangements.
- Respond promptly to short notice changes and staffing pressures.
- Liaise with clinicians and managers to arrange cover when required.
- Monitor staffing levels against service needs.
- Support capacity planning during period of high demand.
- Maintain accurate records and audit trails of rota changes and approvals.
- Communicate rota information clearly and in a timely manner to all relevant staff.
- Act as a key point of contact for rota related queries.
- Handle sensitive information confidentially and professionally.
- Review rota effectiveness and identify opportunities for improvement.
- Support student rotas where required.
About us
East Norfolk Medical Practice is a friendly 16 partner GP practice, including physician associates and paramedics providing excellent health care to our growing population of approximately 32000 patients over four sites in the Great Yarmouth area. We are committed to improving the health, wellbeing and lives of our patients and colleagues in a friendly, supportive, pro-active and well- organised working environment.
Job description
Job responsibilities
The Rota Staff member is responsible for the effective planning, coordination, and maintenance of clinical and non-clinical rotas to ensure safe, efficient, and continuous service delivery within the primary carte surgery. The role supports workforce planning, compliance with contractual requirements, and smoothly day-to-day operations.
The role requires strong analytical thinking to assess staffing patterns, service demand and activity trends to forecast capacity pressures, anticipate risks and support effective workforce solutions.
To act as practices operational lead for Subject Access Requests and Medical Reports applying specialist knowledge of GDPR and data protection legislation to interpret exemptions, manage disclosure risk, and ensure lawful and timely compliance.
To provide administrative support to the wider practice team.
To carry out quality checks to reduce risk and will also champion quality improvment, confidentiality, service delivery and promoting a positive working environment.
Please see atatched Job Description for further details.
Job description
Job responsibilities
The Rota Staff member is responsible for the effective planning, coordination, and maintenance of clinical and non-clinical rotas to ensure safe, efficient, and continuous service delivery within the primary carte surgery. The role supports workforce planning, compliance with contractual requirements, and smoothly day-to-day operations.
The role requires strong analytical thinking to assess staffing patterns, service demand and activity trends to forecast capacity pressures, anticipate risks and support effective workforce solutions.
To act as practices operational lead for Subject Access Requests and Medical Reports applying specialist knowledge of GDPR and data protection legislation to interpret exemptions, manage disclosure risk, and ensure lawful and timely compliance.
To provide administrative support to the wider practice team.
To carry out quality checks to reduce risk and will also champion quality improvment, confidentiality, service delivery and promoting a positive working environment.
Please see atatched Job Description for further details.
Person Specification
Emotional/Mental skills and effort
Essential
- Ability to concentrate for long periods of time
- Excellent attention to detail and high level of accuracy
- Ability to work independently and under pressure
- Confident decision-making and problem solving
- Ability to manage multiple priorities in a fast-paced environment
- Ability to diffuse difficult situations
- Buoyant not daunted by setbacks and problems
- Able to work under pressure
- Reliable, fulfilling what has been agreed with other
Communication Skills
Essential
Desirable
- Able to communicate to staff at all levels.
- Able to develop effective relationships both internally, externally and with patients.
Experience
Essential
- Experience of dealing with competing work demands
- Experience of Systm1
- Experience of dealing effectively with confidential and/or sensitive information
- Experience of working to deadlines whilst managing a high volume of a varied workload
- Experience of routinely using VDUs
Desirable
- Experience of AccruX
- Experience of iGPR
- Experience of maintaining tidy workspace
- Experience of supporting and assisting others
Other criteria
Essential
- Able to independently analyse complex workforce and service data to inform operational decisions.
- Ability to use strong analytical thinking.
Desirable
- Ability to make effective judgements within defined parameters and referring to others as appropriate.
- Ability to travel to other sites.
- Flexible approach to work.
Qualifications
Essential
- Educated to GCSE C level or equivalent
- Knowledge of local health system
- Effective keyboard/IT skills
Desirable
- Good working knowledge of MS Office software, email and internet
- Awareness of medical terminology
Person Specification
Emotional/Mental skills and effort
Essential
- Ability to concentrate for long periods of time
- Excellent attention to detail and high level of accuracy
- Ability to work independently and under pressure
- Confident decision-making and problem solving
- Ability to manage multiple priorities in a fast-paced environment
- Ability to diffuse difficult situations
- Buoyant not daunted by setbacks and problems
- Able to work under pressure
- Reliable, fulfilling what has been agreed with other
Communication Skills
Essential
Desirable
- Able to communicate to staff at all levels.
- Able to develop effective relationships both internally, externally and with patients.
Experience
Essential
- Experience of dealing with competing work demands
- Experience of Systm1
- Experience of dealing effectively with confidential and/or sensitive information
- Experience of working to deadlines whilst managing a high volume of a varied workload
- Experience of routinely using VDUs
Desirable
- Experience of AccruX
- Experience of iGPR
- Experience of maintaining tidy workspace
- Experience of supporting and assisting others
Other criteria
Essential
- Able to independently analyse complex workforce and service data to inform operational decisions.
- Ability to use strong analytical thinking.
Desirable
- Ability to make effective judgements within defined parameters and referring to others as appropriate.
- Ability to travel to other sites.
- Flexible approach to work.
Qualifications
Essential
- Educated to GCSE C level or equivalent
- Knowledge of local health system
- Effective keyboard/IT skills
Desirable
- Good working knowledge of MS Office software, email and internet
- Awareness of medical terminology
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.
