Job summary
We are seeking a highly organised and proactive Rota, Operational and Compliance Lead Administrator to join our large, busy , yet very warm and caring general practice team. This crucial role involves managing clinical rotas and the EMIS diary planner ensuring appropriate supervision for our trainees and allied health care team whilst ensuring safe clinical capacity and access.
As the operational backbone of the practice, in addition to the rotas you will oversee and maintain accurate human resource registers, oversee building maintenance and ensure our practice meets all regulatory and quality standards. Your attention to detail and process-driven approach will help drive efficiency and uphold our commitment to excellent patient services.
This role offers a fantastic opportunity for the right candidate to develop and progress into an Operations Manager position within the practice. You will gain hands-on leadership experience, work closely with senior management, and play a key role in shaping operational improvements that directly impact patient outcomes.
Were looking for someone with a passion for healthcare administration, excellent organisational skills, and a strong understanding of compliance in a clinical setting.
Main duties of the job
As the Rota, Operational and Compliance Lead Administrator, you will support the Practice Manager in ensuring the smooth and efficient running of the practice. You will oversee the complex clinical staff rota, ensuring fair and equitable duty cover while maximising clinical capacity through careful coordination of home visits, care home rounds, and minor surgery clinics. Managing clinical annual leave, study leave, and locum bookings within budget will also be key to maintaining safe and effective service delivery.
You will also manage diary templates within the clinical system, set up and deactivate user accounts, and support mandatory reporting such as Friends and Family Test data. Your role is vital in optimising practice efficiency, supporting trainees and allied healthcare professionals with appropriate supervision, and helping the practice meet its strategic goals while maintaining a safe, compliant working environment
Additionally, you will maintain accurate compliance registers covering building maintenance, mandatory training, indemnity, and registration, ensuring all records are up to date and audit-ready. You will also be responsible for keeping the practices website, internal communication systemsincluding TV screens, telephone systems, and the AskMyGP online consultation toolcurrent and effective.
About us
At our practice, we live by the ethos: To treat others how we ourselves would wish to be treated and to educate others to sustain good quality patient care. This guiding principle shapes everything we do, from how we care for our patients to how we support our team.
We are a large, busy practice, yet we strive to maintain the warmth and close knit feel of a family GP. Our partners place great importance on staff wellbeing, fostering a supportive environment where every team member is valued and empowered.
We are passionate about creating a welcoming atmosphere where patients feel genuinely cared for and supported. We strive to provide not only medical expertise but also compassion, respect, and clear communication.
Due to our busy nature, we need someone who can prioritise effectively, stay resilient under pressure, and manage competing demands with confidence. If you are organised, adaptable, and passionate about contributing to a practice that truly values both patients and staff, this is the place for you.
Join us to be part of a practice that blends professionalism with genuine care where your contribution truly matters.
Job description
Job responsibilities
The following are the core responsibilities of the rota, operations and compliance lead administrator.
Oversee
the complex Rota in a timely and efficient manner ensuring:
- Equitable duty cover and enhanced access
cover
- Appropriate supervision of trainees and
allied health care team
- Monitoring capacity and access
scheduling clinics such as coils, minor surgery and baby clinics to ensure
optimal weekly clinical capacity
- Limited clinical space is maximized to
allow optimal clinical capacity
- Time is allocated for essential meetings
e.g. appraisals, practice meetings, clinical meetings, safeguarding meetings
and palliative care meetings
Oversee
all clinical annual leave and study leave ensuring this is accurately recorded
Manage
the clinical system diary templates, adjusting for room capacity and maximising
nurse diaries for QOF payment.
Oversee
askmyGP clinical allocations and capacity
Oversee
the Saturday hub rota (clinical, manager and reception), ensuring the practice
provides the minimum contracted hours. Ensuring all hub staff (non WRMC) have
assurance form and recorded health and safety induction.
Book
locums as required adhering to safe recruitment maintain an accurate register
of human resource documentation
Set
up all new clinical users; both employed and third-party employees such as
learners, ARRS third party employees (pharmacists and physiotherapists), ICB
medicine optimization team ensuring the practice obtains assurance forms and
third party confidentiality agreements completed
Lead
administrator for the learners working with their tutor to plan and support new
learners induction, ensure ongoing tutorials and contact point for the
practice with the lead employer.
Schedule
annual BLS training ensuring high attendance and maintain accurate register of
attendance
Maintain
accurate human resource compliance registers e.g. training, indemnity,
registration, next of kin and contact details
Maintain
accurate building maintenance registers ensuring 5 year fixed wiring testing,
annual gas safety check and 6 monthly lift lolers etc are completed
Carry
out routine fire checks, such as weekly fire alarm, monthly emergency lighting
checks and train to be a fire warden
Complete
mandatory monthly friends and family audit, reporting on CQRS, the website and
feeding back to the wider team at practice meetings. Update you said, we did
on the website
Update
the practice website with important news and ensure the information is up to
date and accurate
Ensure
the practice uses the digital telephone system to support communication with
patients. Updating hold messages to educate patients about seasonal health
campaigns e.g. the seasonal flu campaign
Attend and minute practice meetings
Job description
Job responsibilities
The following are the core responsibilities of the rota, operations and compliance lead administrator.
Oversee
the complex Rota in a timely and efficient manner ensuring:
- Equitable duty cover and enhanced access
cover
- Appropriate supervision of trainees and
allied health care team
- Monitoring capacity and access
scheduling clinics such as coils, minor surgery and baby clinics to ensure
optimal weekly clinical capacity
- Limited clinical space is maximized to
allow optimal clinical capacity
- Time is allocated for essential meetings
e.g. appraisals, practice meetings, clinical meetings, safeguarding meetings
and palliative care meetings
Oversee
all clinical annual leave and study leave ensuring this is accurately recorded
Manage
the clinical system diary templates, adjusting for room capacity and maximising
nurse diaries for QOF payment.
Oversee
askmyGP clinical allocations and capacity
Oversee
the Saturday hub rota (clinical, manager and reception), ensuring the practice
provides the minimum contracted hours. Ensuring all hub staff (non WRMC) have
assurance form and recorded health and safety induction.
Book
locums as required adhering to safe recruitment maintain an accurate register
of human resource documentation
Set
up all new clinical users; both employed and third-party employees such as
learners, ARRS third party employees (pharmacists and physiotherapists), ICB
medicine optimization team ensuring the practice obtains assurance forms and
third party confidentiality agreements completed
Lead
administrator for the learners working with their tutor to plan and support new
learners induction, ensure ongoing tutorials and contact point for the
practice with the lead employer.
Schedule
annual BLS training ensuring high attendance and maintain accurate register of
attendance
Maintain
accurate human resource compliance registers e.g. training, indemnity,
registration, next of kin and contact details
Maintain
accurate building maintenance registers ensuring 5 year fixed wiring testing,
annual gas safety check and 6 monthly lift lolers etc are completed
Carry
out routine fire checks, such as weekly fire alarm, monthly emergency lighting
checks and train to be a fire warden
Complete
mandatory monthly friends and family audit, reporting on CQRS, the website and
feeding back to the wider team at practice meetings. Update you said, we did
on the website
Update
the practice website with important news and ensure the information is up to
date and accurate
Ensure
the practice uses the digital telephone system to support communication with
patients. Updating hold messages to educate patients about seasonal health
campaigns e.g. the seasonal flu campaign
Attend and minute practice meetings
Person Specification
Qualifications
Desirable
- Business Administration or AMSPAR qualification (or willingness to work towards)
Experience
Essential
- Experience of working with the public and working within a health care setting
Desirable
- Experience of working in primary care / within in GP practice
Person Specification
Qualifications
Desirable
- Business Administration or AMSPAR qualification (or willingness to work towards)
Experience
Essential
- Experience of working with the public and working within a health care setting
Desirable
- Experience of working in primary care / within in GP practice
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.