Job summary
We are looking for a flexible and enthusiastic individual who possesses
good communication and organisational skills and the ability to work well under
pressure. You will be working as part of the wider administrative team to
ensure rotas are applied and kept up to date, as well as helping with various
reception and admin tasks dependent on demand and staff rota requirements.
You will also need the ability to work under your own initiative and
organise your workload.
Ideally the position is for 30 hours a week where hours and days can be
flexible, however part-time and job share would be considered dependent on
applicants. The post currently holds a fixed term 12-month contract due to
Maternity Leave, however it does have the prospective to become a permanent
role.
Please contact Sophie Andrews via email (sophie.andrews@nhs.net) or
telephone (01364 72394) if you would like to discuss further.
Main duties of the job
Main Duties as Rota Coordinator:
- To provide support to the Management Team in the provision of clinical Rota's across the Health Centre.
- To maintain and develop master rotas as required.
- Coordination of annual leave, sick leave and study leave requests from internal and external staff using the Health Centres intranet TeamNet.
- Help with reorganisation of appointments should a clinician be off on short notice sickness.
- Ensure that all clinical rotas are added six weeks in advance.
Main Duties as Administration Assistant:
- Processing patient requests and handling their queries in a courteous, pleasant and professional manner.
- Booking appointments with the correct team / clinicians.
- Actioning tasks and requests from clinicians and management (also re-assigning as relevant).
The ideal candidate will be able to work in a fast-paced working environment and be able to adapt to change easily. You will need to have a strong work ethic and be able to work to tight deadlines.
We are committed to maintaining high standards of patient care, in a friendly and professional environment.
For full details please see attached Job Description.
About us
South Brent Health centre has a patient population of just under 6,000
patients. With 4 GP Partners, 2 Salaried GPs, a Nursing Team comprising of 5
individuals, a small Management Team of 3 and a joint Reception and Admin team
of 9.
The Surgery is part of the South Dartmoor and Totnes Primary Care
Network meaning with work closely with four local surgeries.
We pride ourselves on being a friendly and caring place to work with an
open-door policy.
Job description
Job responsibilities
Main Duties as Rota Coordinator:
- To provide support to the Management Team in the provision of clinical Rota's across the Health Centre.
- To maintain and develop master rotas as required.
- Coordination of annual leave, sick leave and study leave requests from internal and external staff using the Health Centres intranet TeamNet.
- Help with reorganisation of appointments should a clinician be off on short notice sickness.
- Ensure that all clinical rotas are added six weeks in advance.
- To be mindful of staff non-appointment requirements i.e. travel time to meetings, teaching requirements.
- Linking with our Primary Care Network (PCN) Administrator to ensure clinical staff are booked out for meetings, clinical reviews, away days etc.
- Management of Medical Student Rotas and different requirements dependent on year group.
- Management of Medical Student Timetables, which would need to be shared with students and those involved in teaching at least two weeks prior to placements.
- To maintain communication with the Management Team and Partners, escalating any concerns or conflict to the Practice Manager / Deputy Practice Manager.
- To consider clinician skill set (such as some staff not being trained for some procedures).
- To be mindful of courier collection times for blood tests etc.
- Coordinate appointment slots and/or clinics where a GP may need support from a HCA and/or a treatment room i.e. minor ops, implant fitting.
- Review clinics daily to identify any issues, review access and availability, ensure all students and trainees have an assigned clinician for debriefs, ensure debriefing clinician has the correct dedicated time blocked out, rotas have not been amended and continue to match the master rotas, on the day slots have not been used in advance etc.
Main Duties as Administration Assistant:
- Processing patient requests and handling their queries in a courteous, pleasant and professional manner.
- Booking appointments with the correct team / clinicians.
- Actioning tasks and requests from clinicians and management (also re-assigning as relevant).
- Processing of scanning and other communications received by the practice i.e. test results, Q-Fit results.
- Trouble shooting with various unmatched information that appears in the clinical system.
The ideal candidate will be able to work in a fast-paced working environment and be able to adapt to change easily. You will need to have a strong work ethic and be able to work to tight deadlines.
We are committed to maintaining high standards of patient care, in a friendly and professional environment.
Job description
Job responsibilities
Main Duties as Rota Coordinator:
- To provide support to the Management Team in the provision of clinical Rota's across the Health Centre.
- To maintain and develop master rotas as required.
- Coordination of annual leave, sick leave and study leave requests from internal and external staff using the Health Centres intranet TeamNet.
- Help with reorganisation of appointments should a clinician be off on short notice sickness.
- Ensure that all clinical rotas are added six weeks in advance.
- To be mindful of staff non-appointment requirements i.e. travel time to meetings, teaching requirements.
- Linking with our Primary Care Network (PCN) Administrator to ensure clinical staff are booked out for meetings, clinical reviews, away days etc.
- Management of Medical Student Rotas and different requirements dependent on year group.
- Management of Medical Student Timetables, which would need to be shared with students and those involved in teaching at least two weeks prior to placements.
- To maintain communication with the Management Team and Partners, escalating any concerns or conflict to the Practice Manager / Deputy Practice Manager.
- To consider clinician skill set (such as some staff not being trained for some procedures).
- To be mindful of courier collection times for blood tests etc.
- Coordinate appointment slots and/or clinics where a GP may need support from a HCA and/or a treatment room i.e. minor ops, implant fitting.
- Review clinics daily to identify any issues, review access and availability, ensure all students and trainees have an assigned clinician for debriefs, ensure debriefing clinician has the correct dedicated time blocked out, rotas have not been amended and continue to match the master rotas, on the day slots have not been used in advance etc.
Main Duties as Administration Assistant:
- Processing patient requests and handling their queries in a courteous, pleasant and professional manner.
- Booking appointments with the correct team / clinicians.
- Actioning tasks and requests from clinicians and management (also re-assigning as relevant).
- Processing of scanning and other communications received by the practice i.e. test results, Q-Fit results.
- Trouble shooting with various unmatched information that appears in the clinical system.
The ideal candidate will be able to work in a fast-paced working environment and be able to adapt to change easily. You will need to have a strong work ethic and be able to work to tight deadlines.
We are committed to maintaining high standards of patient care, in a friendly and professional environment.
Person Specification
Experience
Essential
- A detailed and advanced working knowledge of SystmOne
- Good working knowledge of Microsoft packages
Desirable
- Previous practical experience of managing rotas
- Practical experience of working with complex (and often conflicting) information
- Knowledge of the NHS in general and General Practice in particular
Skills
Essential
- Excellent communication skills
- Excellent organisational skills
- Ability to work across various teams and be flexible dependent on the days demands
Desirable
- Ability to manage change
- Ability to use technology to manage workload
Personal Attributes
Essential
- Ability to discuss an issue with different teams in a constructive manner to develop a solution
- Ability to multitask and plan own workload
- Able to work under pressure
- Self-motivated
- Flexible
- Methodical and able to check work for accuracy
Desirable
- Ability to challenge decisions is needed
Person Specification
Experience
Essential
- A detailed and advanced working knowledge of SystmOne
- Good working knowledge of Microsoft packages
Desirable
- Previous practical experience of managing rotas
- Practical experience of working with complex (and often conflicting) information
- Knowledge of the NHS in general and General Practice in particular
Skills
Essential
- Excellent communication skills
- Excellent organisational skills
- Ability to work across various teams and be flexible dependent on the days demands
Desirable
- Ability to manage change
- Ability to use technology to manage workload
Personal Attributes
Essential
- Ability to discuss an issue with different teams in a constructive manner to develop a solution
- Ability to multitask and plan own workload
- Able to work under pressure
- Self-motivated
- Flexible
- Methodical and able to check work for accuracy
Desirable
- Ability to challenge decisions is 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.