Rota Coordinator

Job description

Job responsibilities

The post holder is responsible for the efficient and effective operation of:

The clinical scheduling and appointments system, including responding to requests for leave from members of the clinical team, preparation and organisation of the rotas, loading appointment schedules and dealing with requests for changes.

The non-clinical staffing rota, ensuring adequate administrative staffing levels at all times, including responding to requests for leave in line with agreed policy.

The Rota Co-ordinator also works as part of the Administrative team this team provides support for the practice, working together to ensure that tasks are carried out to the required deadlines; to support patient care. The team has to respond to circumstances and a positive and flexible approach is required.

The post holder organises their work and manages their time effectively to ensure that all tasks are completed within the required timescales.

Duties and Responsibilities:

The primary focus of the role is rota scheduling and appointments however; the duties and responsibilities undertaken by the practice administrative team will be varied dependent on current and evolving practice workload and staffing levels.

Main duties/key tasks:

Administer, record and respond to requests for leave from any member of the practice team, within practice policy, referring on any queries to a member of the management team

Maintain accurate and up-to-date records for any leave (annual sickness, maternity etc.) and provide data as requested by the management team

Prepare clinical and non-clinical rotas in accordance with policy, ensuring all service needs are met

Communicate efficiently with all personnel covered by the rota system to ensure the clarity of working arrangements and to maintain operational effectiveness of the practice

Cancel and rearrange clinical sessions where necessary, contacting patients as required to rearrange their appointments

Contact locums to arrange sessions, ensuring this is done in advance so that practice needs are met

Ensure that all individual locums have signed up-to-date practice contracts and provided all necessary documentation and there is a suitable agreement in place with any individual locum/locum agency

Enter appointment schedules on to the computer system, ensuring accuracy and that appointments are available in good time

Ensure that the appropriate numbers of telephone and same-day appointments are reserved

Amend the rotas and appointments as requested, within policy and ensuring all service requirements are met

Any other duty required to support the effective operation of the clinical and non-clinical rotas/systems

Person Specification

Qualifications

Essential

• GCSE Grade A to C in Maths and English (or equivelant)

Desirable

• Qualified NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of administrative duties Experience of working with the general public Experience of working in a healthcare setting Excellent communication skills (written and oral) Effective time management (planning and organising) Strong IT skills Ability to work as a team member and autonomously Good interpersonal skills Ability to follow policies and procedures Ability to work under pressure

Desirable

• Experience of working in a healthcare setting EMIS/SystmOne user skills Forward thinker
• Well organised

Employer details

Employer name

Honley Surgery

Address

Marsh Gardens

Honley

Holmfirth

HD9 6AG

Employer's website

https://www.honleysurgery.co.uk/ (Opens in a new tab)