Job summary
We are looking for an experienced, highlyorganised RotaAdministrator to coordinate GP and nursing rotas for our evening and weekend extended access hubs across Merton.
This is a hybrid role, with a minimum of three days per week on site at our Civic Centre / hub location and theremainderworked from home by agreement.
UsingRotaMaster, you will plan andmaintainsafe, compliant rotas, proactively managing gaps and working closely with practices and Primary Care Networks to ensure service continuity.
You will be the first point of contact for rota queries, providing clear,timelycommunication to GPs, nurses, hubstaffand managers.
The role also supports finance and governance processes, including checking sessions worked, supplying data for payments and producing simple rota and activity reports.You should bring strong NHS administrative experience, excellent IT and Excel skills, and confidence working with busy multi professional teams.
If you are calm under pressure, enjoy problem solving and want to support accessible primary care for local patients, we would be delighted to hear from you.
Main duties of the job
Plan, create and publish extended access rotas for clinical and non clinical staff in Rota Master.
Ensure rotas provide safe staffing and appropriate skill mix for all evening and weekend clinics across hub sites.
Coordinate annual leave, study leave and other absences, ensuring cover is arranged, recorded and authorised.
Proactively identify rota gaps and work with practices, PCNs, bank staff and external providers to secure cover, escalating unresolved risks.
About us
Merton Health Limited (MH) is a dynamic GP Federation established in February 2015 to deliver quality healthcare to Merton's residents. Born from a commitment to innovation and collaboration in General Practice, MH unites 21 local member practices dedicated to robust community healthcare.
Our mission is to bring healthcare services closer to home for Merton's population. By working closely with partners across Merton and surrounding areas, we ensure comprehensive, accessible care for all registered patients. Most of our services are commissioned by South West London ICB, making them widely available to every patient registered with a GP in Merton.
Job description
Job responsibilities
Role Summary
The Rota Administrator for Merton Extended Access, plans and coordinates Clinical and Admin rotas for all Merton Health extended access hubs using RotaMaster, so that evening and weekend clinics are safely and consistently staffed and meet contractual requirements. Updating Emis Appointment book with Clinical staff and providing administrative assistance for the admin team.
The post holder is the first point of contact for rota issues and provides administrative and information support to the Extended Access Hub Service Manager, including preparation of rota data and reports for operational, financial and performance monitoring.
Rota planning and management
Coordinate annual leave, study leave and other absences, ensuring cover is arranged, recorded and authorised.
Proactively identify rota gaps and work with practices, PCNs, bank staff and external providers to secure cover, escalating unresolved risks.
Maintain accurate records for extended access staff, including sessional agreements, contact details and base practice. Liaise with practice managers / PCN managers and HR to check that mandatory training, DBS, right to work and professional registration are current .Escalate compliance issues promptly to the Extended Access Hub Service Manager .Produce rota and activity reports for internal and external use.
Input, extract and analyse data from RotaMaster and other agreed systems (for example EMIS and finance spreadsheets) to support monitoring and reporting.
Job description
Job responsibilities
Role Summary
The Rota Administrator for Merton Extended Access, plans and coordinates Clinical and Admin rotas for all Merton Health extended access hubs using RotaMaster, so that evening and weekend clinics are safely and consistently staffed and meet contractual requirements. Updating Emis Appointment book with Clinical staff and providing administrative assistance for the admin team.
The post holder is the first point of contact for rota issues and provides administrative and information support to the Extended Access Hub Service Manager, including preparation of rota data and reports for operational, financial and performance monitoring.
Rota planning and management
Coordinate annual leave, study leave and other absences, ensuring cover is arranged, recorded and authorised.
Proactively identify rota gaps and work with practices, PCNs, bank staff and external providers to secure cover, escalating unresolved risks.
Maintain accurate records for extended access staff, including sessional agreements, contact details and base practice. Liaise with practice managers / PCN managers and HR to check that mandatory training, DBS, right to work and professional registration are current .Escalate compliance issues promptly to the Extended Access Hub Service Manager .Produce rota and activity reports for internal and external use.
Input, extract and analyse data from RotaMaster and other agreed systems (for example EMIS and finance spreadsheets) to support monitoring and reporting.
Person Specification
Skills and abilities
Essential
- Excellent organisation and time management, with the ability to manage multiple rotas and deadlines and respond to late changes.
- High level of accuracy and attention to detail, particularly with data and financial information.
- Clear, confident and professional written and verbal communication.
- Effective persuasion and negotiation skills, with the confidence to challenge constructively when safe staffing would otherwise be compromised.
- Strong customer service skills, with the ability to handle difficult or distressed callers calmly.
- Fast, accurate keyboard and data entry skills.
- Ability to build and maintain working relationships with GPs, nurses, practice managers and colleagues.
- Problem solving approach, remaining calm when dealing with staffing pressures or rota gaps.
- Ability to work independently within agreed frameworks as well as part of a wider team.
Desirable
- Ability to design or refine processes, guidance and standard operating procedures.
- Ability to produce concise reports and summaries for managers and stakeholders.
Experience
Essential
- Administrative experience within the NHS or another complex organisation.
- Experience of scheduling staff or bank rotas, or managing complex clinic schedules, ideally across multiple sites or teams.
- Experience of using Microsoft Office, particularly Excel and Outlook, to manage and present information.
- Experience of dealing with patients, the public or staff in a busy, customer facing environment.
- Experience of using information systems and spreadsheets to record, analyse and report data and make recommendations.
Desirable
- Experience of GP practice administration, a GP federation or a Primary Care Network.
- Experience of extended access, enhanced access or out of hours services.
- Experience of RotaMaster or a similar e rostering system.
- Use of Emis/Optum Clinical System
Qualifications
Essential
- Good general education, for example GCSE English and Maths, or equivalent experience.
- Evidence of ongoing development in administration, scheduling, project support or a related area.
Desirable
- A level or equivalent qualification.
- Degree level qualification or equivalent experience.
- Training in e rostering or rota management systems, for example RotaMaster.
Person Specification
Skills and abilities
Essential
- Excellent organisation and time management, with the ability to manage multiple rotas and deadlines and respond to late changes.
- High level of accuracy and attention to detail, particularly with data and financial information.
- Clear, confident and professional written and verbal communication.
- Effective persuasion and negotiation skills, with the confidence to challenge constructively when safe staffing would otherwise be compromised.
- Strong customer service skills, with the ability to handle difficult or distressed callers calmly.
- Fast, accurate keyboard and data entry skills.
- Ability to build and maintain working relationships with GPs, nurses, practice managers and colleagues.
- Problem solving approach, remaining calm when dealing with staffing pressures or rota gaps.
- Ability to work independently within agreed frameworks as well as part of a wider team.
Desirable
- Ability to design or refine processes, guidance and standard operating procedures.
- Ability to produce concise reports and summaries for managers and stakeholders.
Experience
Essential
- Administrative experience within the NHS or another complex organisation.
- Experience of scheduling staff or bank rotas, or managing complex clinic schedules, ideally across multiple sites or teams.
- Experience of using Microsoft Office, particularly Excel and Outlook, to manage and present information.
- Experience of dealing with patients, the public or staff in a busy, customer facing environment.
- Experience of using information systems and spreadsheets to record, analyse and report data and make recommendations.
Desirable
- Experience of GP practice administration, a GP federation or a Primary Care Network.
- Experience of extended access, enhanced access or out of hours services.
- Experience of RotaMaster or a similar e rostering system.
- Use of Emis/Optum Clinical System
Qualifications
Essential
- Good general education, for example GCSE English and Maths, or equivalent experience.
- Evidence of ongoing development in administration, scheduling, project support or a related area.
Desirable
- A level or equivalent qualification.
- Degree level qualification or equivalent experience.
- Training in e rostering or rota management systems, for example RotaMaster.
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.
