Job summary
The postholder will be responsible for working
within a friendly team of 4, efficiently and effectively managing the clinical
Rotas for Brownlow Group Practice. The postholder will also be responsible for
working closely with the clinical and managerial teams to update our Core
clinical Rota to reflect all clinical job plan changes or new starters,
updating our clinical appointment book (EMIS) and adapt for annual or study
leave, both on a short- and long-term basis. This is a busy and demanding role,
that requires quality and diligence across all aspects of work, covering Rotas
for 140 plus clinical staff across 6 sites, inclusive of Doctors, Nurses,
Clinical Support Workers, and Pharmacy teams.
Other job locations include:
Ropewalks Surgery,26 Argyle
Street Liverpool L1 5DL
Student Health,University of Liverpool Peach Street, Liverpool L69 7ZL
Kensington Neighbourhood Centre,157 Edge
Lane Liverpool L7 2PF
Princes Park Health Centre,Bentley Road Liverpool L8 0SY
Marybone Health Centre,2 Vauxhall Road Liverpool L3 2BG
Main duties of the job
Administer record and respond to requests for
leave from all clinicians and Network Pharmacists within practice policy,
referring on any queries to the relevant clinical lead.
Prepare clinical Rotas in accordance with
policy and ensure all service needs are met
up to 8 weeks in advance this includes the LOSS program, and all Brownlow
Group Practice clinical Rotas.
Identifying risks 6-8 weeks in advance &
planning for contingency raising to line manager where appropriate
Liaise with clinical leads across sites where
necessary to address any capacity
concerns.
Liaise with independent service providers to
co-ordinate their room bookings within the clinical Rota.
Communicate efficiently with all staff covered
by the Rota system to ensure the clarity of working arrangements and to
maintain operational effectiveness of the practice.
Contact locums to arrange clinical sessions,
ensuring this is done in advance so that practice needs are met.
Manage any on the day changes such as
sickness, emergency leave and ensure adequate support both on site and remotely
for all access services.
Any other duty required across the business to
support the effective operation of these systems.
About us
Brownlow
prides itself in being an exceptional employer. We have a dedicated staff
wellbeing team and offer numerous staff benefits and incentives including
protected study leave with financial allowance. You will receive a 6-month
mentorship/induction package.
Brownlow is
an organisation that is committed to equality and diversity, and we strive for
our workforce to be representative and inclusive of the complex and diverse
community which we are proud to serve. With this commitment in mind, we
actively encourage individuals who self-identify as having protected
characteristics to apply for this role. We are particularly keen to encourage
applications from: individuals with linguistic diversity, members of the LGBTQ+
community; members of black, minority ethnic, and minority faith groups; and
from those who are disabled and / or neurodiverse.
Although not
required by law we strongly recommend that all staff have received all Covid
vaccinations.
Extended access will form part of your contracted hours.
If you are successful at interview and are registered with
any of the Brownlow or CLPCN sites, you are required to change practices and
this will be a stipulate of employment.
Job description
Job responsibilities
The following are the core responsibilities of the Rota
Coordinator. There may be, on occasion, a requirement to carry out other tasks;
this will be dependent upon factors such as workload and staffing levels.
Following Practice policies, protocols and guidelines,
duties will include:
Clinical scheduling and appointments:
Administer record and respond to requests for leave from all
clinicians and Network Pharmacists within practice policy, referring on any
queries to the relevant clinical lead.
Prepare clinical Rotas in accordance with policy and ensure
all service needs are met up to 8 weeks in advance this includes the LOSS
program, and all Brownlow Group Practice clinical Rotas.
Identifying risks 6-8 weeks in advance & planning for
contingency raising to line manager where appropriate
Liaise with clinical leads across sites where necessary to
address any capacity concerns.
Liaise with independent service providers to co-ordinate
their room bookings within the clinical Rota.
Communicate efficiently with all staff covered by the Rota
system to ensure the clarity of working arrangements and to maintain
operational effectiveness of the practice.
Contact locums to arrange clinical sessions, ensuring this
is done in advance so that practice needs are met.
Manage any on the day changes such as sickness, emergency
leave and ensure adequate support both on site and remotely for all access
services.
Any other duty required across the business to support the
effective operation of these systems.
Communication and relationships:
Liaise with members of the Practice, Primary Health Care
Team, other NHS Organizations, and outside agencies as appropriate to the role.
Communicate sensitively and effectively with patients and
carers where appropriate using active listening and adapting communication
style and method as necessary to meet their needs. Participate in meetings as
appropriate.
Team working:
Understand own role and scope in the practice.
Work as an effective and responsible team member, supporting
colleagues in a flexible and approachable manner.
Organization/Quality:
Ensure that patients are identified correctly.
Ensure that any data entered into the computer is done
accurately.
Understand and follow the requirements of confidentiality
(including the Data Protection Act) and the Freedom of Information Act and
refer on any queries as appropriate.
Participate in quality improvement initiatives, including
Significant Event Analysis and review of patient complaints.
Support the aims and objectives of the Practice and
contribute to the on-going development of the Practice as required.
Follow Practice policies, including Health and Safety,
Security and Confidentiality.
Training, learning and development:
Undergo regular appraisal, supervision, and training as
necessary to update skills and knowledge.
Provide training to other staff in work relevant to this
post.
Participate in the induction of new staff, students, and
other attached professionals.
Job description
Job responsibilities
The following are the core responsibilities of the Rota
Coordinator. There may be, on occasion, a requirement to carry out other tasks;
this will be dependent upon factors such as workload and staffing levels.
Following Practice policies, protocols and guidelines,
duties will include:
Clinical scheduling and appointments:
Administer record and respond to requests for leave from all
clinicians and Network Pharmacists within practice policy, referring on any
queries to the relevant clinical lead.
Prepare clinical Rotas in accordance with policy and ensure
all service needs are met up to 8 weeks in advance this includes the LOSS
program, and all Brownlow Group Practice clinical Rotas.
Identifying risks 6-8 weeks in advance & planning for
contingency raising to line manager where appropriate
Liaise with clinical leads across sites where necessary to
address any capacity concerns.
Liaise with independent service providers to co-ordinate
their room bookings within the clinical Rota.
Communicate efficiently with all staff covered by the Rota
system to ensure the clarity of working arrangements and to maintain
operational effectiveness of the practice.
Contact locums to arrange clinical sessions, ensuring this
is done in advance so that practice needs are met.
Manage any on the day changes such as sickness, emergency
leave and ensure adequate support both on site and remotely for all access
services.
Any other duty required across the business to support the
effective operation of these systems.
Communication and relationships:
Liaise with members of the Practice, Primary Health Care
Team, other NHS Organizations, and outside agencies as appropriate to the role.
Communicate sensitively and effectively with patients and
carers where appropriate using active listening and adapting communication
style and method as necessary to meet their needs. Participate in meetings as
appropriate.
Team working:
Understand own role and scope in the practice.
Work as an effective and responsible team member, supporting
colleagues in a flexible and approachable manner.
Organization/Quality:
Ensure that patients are identified correctly.
Ensure that any data entered into the computer is done
accurately.
Understand and follow the requirements of confidentiality
(including the Data Protection Act) and the Freedom of Information Act and
refer on any queries as appropriate.
Participate in quality improvement initiatives, including
Significant Event Analysis and review of patient complaints.
Support the aims and objectives of the Practice and
contribute to the on-going development of the Practice as required.
Follow Practice policies, including Health and Safety,
Security and Confidentiality.
Training, learning and development:
Undergo regular appraisal, supervision, and training as
necessary to update skills and knowledge.
Provide training to other staff in work relevant to this
post.
Participate in the induction of new staff, students, and
other attached professionals.
Person Specification
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Always maintain confidentiality
Desirable
- Experience of working in a healthcare setting.
- Training or qualifications in administration, IT, or other related areas.
- Experience in an administrative role.
Qualifications
Essential
- Good general computer skills, including the ability to use Microsoft Office.
- A sound general education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications
- Evidence of excellent administration and organizational skills with the ability to manage time effectively to meet deadlines.
- Previous experience that demonstrates good attention to detail.
- An excellent standard of grammar and spelling in the English language
Experience
Desirable
- Training or qualifications in administration, IT, or other related areas
- Experience of administrative duties
- Experience of working in a healthcare setting
Skills
Essential
- A friendly and approachable manner, with good people skills, showing understanding, care, and assertiveness when appropriate
- The ability to work independently and use initiative.
- The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales
- The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing.
- The ability to manage conflict calmly and positively and adhere to procedures under pressure
- A conscientious approach and commitment to working in an adaptable and flexible manner.
- The ability to work effectively when busy and multi-task when required.
- The ability to deal with personal information sensitively and respect people's right to confidentiality
- The ability to cope with occasional exposure to challenging behaviour, distressing circumstances, or emotional events
- The ability to work positively as a member of a busy team.
- The ability to give good and regular attendance.
- Demonstrate your competence in the English language. Assessed at interview/ Certificate of English proficiency
Personal Attributes
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Initiative and judgement (knowing when to ask for help)
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Person Specification
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Always maintain confidentiality
Desirable
- Experience of working in a healthcare setting.
- Training or qualifications in administration, IT, or other related areas.
- Experience in an administrative role.
Qualifications
Essential
- Good general computer skills, including the ability to use Microsoft Office.
- A sound general education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications
- Evidence of excellent administration and organizational skills with the ability to manage time effectively to meet deadlines.
- Previous experience that demonstrates good attention to detail.
- An excellent standard of grammar and spelling in the English language
Experience
Desirable
- Training or qualifications in administration, IT, or other related areas
- Experience of administrative duties
- Experience of working in a healthcare setting
Skills
Essential
- A friendly and approachable manner, with good people skills, showing understanding, care, and assertiveness when appropriate
- The ability to work independently and use initiative.
- The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales
- The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing.
- The ability to manage conflict calmly and positively and adhere to procedures under pressure
- A conscientious approach and commitment to working in an adaptable and flexible manner.
- The ability to work effectively when busy and multi-task when required.
- The ability to deal with personal information sensitively and respect people's right to confidentiality
- The ability to cope with occasional exposure to challenging behaviour, distressing circumstances, or emotional events
- The ability to work positively as a member of a busy team.
- The ability to give good and regular attendance.
- Demonstrate your competence in the English language. Assessed at interview/ Certificate of English proficiency
Personal Attributes
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Initiative and judgement (knowing when to ask for help)
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
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.
