Go back
Leeds GP Confederation

Admin and Rota Coordinator

Information:

This job is now closed

Job summary

This post is 30 hours per week. The salary is £23,690 pro rata.

This is a fantastic opportunity to be part of an innovative team delivering a range of primary care services for the population of Leeds. As an integral part of the operational team you will be working with internal and external stakeholders on the rota coordination of services as well as providing admin support to the training provision and other workstreams as appropriate.

The Administrator & Rota Coordinator will provide administrative and rota coordination to support the operational team in the delivery of access focused services to the patients of Leeds.

The Administrator & Rota Coordinator will support the delivery of patient services by ensuring the smooth and efficient running of all administrative and business support processes including resourcing and rota management, and the management of stock and hub facilities.

The Administrator & Rota Coordinator will act as a central point of contact between the Operational Team and access services workers; ensuring good communication with, and a high level of responsiveness to, those who contact the office of the Operational Team.

Training administration is a supporting role for delegates and training providers, with responsibility for both internal and external stakeholders. It involves the co-ordination of training packages developed by Leeds GP Confederation and regular reporting of the impact of the trainings delivered.

Main duties of the job

Liaise with the appropriate staff on a regular basis to facilitate the smooth and efficient running of rotas.

Ensure rotas are circulated to key staff within a timely manner, with changes to any published rota being effectively communicated to these staff.

Ensure rotas are maintained accurately and consistently up to date.

Manage leave requests in a timely manner to enable rotas to be created and released on time.

Develop and maintain Standard Operating Procedures for all aspect of work.

Working with the Operational Team to manage rotas ensuring services are fully staffed. Where gaps are identified rearrange clinics in a timely manner

To act as an initial point of contact for all rota queries.

To be responsible for the day-to-day delivery of all aspects of the work undertaken by the GP Confederation Operational Management Team.

To provide a high-quality service ensuring effective communication when dealing with confidential and sensitive information.

To take a proactive approach in providing day to day support to business operations.

To be responsible for ensuring all specified tasks from within an agreed area are completed within the agreed timeframe.

Provide efficient and effective administrative support to Operational and Governance Meetings, including support to the management team with development and timely circulation of agendas, papers, action logs and accurate minute taking.

About us

The Leeds GP Confederation has two purposes:

To be a voice for and represent General Practice in the Leeds Health and Care System:

A collective voice for General Practice that will be heard throughout the health and care system

Through representation and active participation in the health & care system to contribute to the setting of strategy and decision making

To hold contracts to enhance access to healthcare across Leeds and to provide a range of services to General Practices:

By providing services and holding contracts that directly support General practice

By having an infrastructure that enables, where appropriate, at scale working for the benefit of general practice and populations

Inclusive transparent governance

Not-for-profit

For further information, please go to www.leedsgpconfederation.org.uk

Details

Date posted

14 June 2024

Pay scheme

Other

Salary

£23,690 a year

Contract

Permanent

Working pattern

Part-time, Home or remote working

Reference number

B0348-24-00010

Job locations

Building 3, White Rose Park

Millshaw Park Lane

Leeds

LS11 0DL


Job description

Job responsibilities

Works with team members and colleagues to continually improve the quality of services within the overall organisational governance framework and objectives.

Works with team members and colleagues to identify, manage and minimise risks within the overall organisational risk management framework. This includes understanding and applying knowledge of the admin role in safeguarding and incident management.

In agreement with their line manager carries out such other duties as may be reasonably expected in accordance with the grade of the post.

Build and maintain professional working relationships with stakeholders.

Excellent written and verbal communication skills

Strong organisational abilities, capable of planning and prioritising effectively.

Ability to work well under pressure and execute tasks to a high standard, whilst supporting peers.

Good questioning skills to enable issues/problems to be identified and resolved.

Awareness and experience of working with and respecting confidential material

Training Administration duties are:

Managing the event booking platform, adding copy, managing delegate applications, reporting, database management and certificate distribution.

Developing a position of trust for delegates through excellent communication skills.

To provide high quality customer service, ensuring effective communication when dealing with confidential and sensitive information.

Booking venues for training and making sure all delegates have the relevant information to access and get the most out of the training.

Key Working Relationships

Internal

All members of the Operational Management and Training Lead

Clinical Leadership team

External

Hub Workers

Training Stakeholders

Practice Managers and Staff

Facility Managers

Confidentiality

During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly that relating to patients and staff.

The post holder must be compliant with the principles of GDPR at all times.

You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of Leeds GP Confederation, unless expressly authorised to do so by Leeds GP Confederation.

Equal Opportunities

You are at all times required to carry out your responsibilities with due regard to the Leeds GP Confederations Equal Opportunities Policy and to ensure that staff receive equal treatment throughout their employment with Leeds GP Confederation.

Conflict of Interests

You are not precluded from accepting employment outside your normal working hours. However such other employment must not in any way hinder or conflict with the interests of your work in the Leeds GP Confederation

Code of Conduct for Professional Group

All staff are required to work in accordance with their professional groups code of conduct.

Risk Management

Risk management involves the culture, processes and structures that are directed towards the effective management of potential opportunities and adverse effects. Every employee must co-operate with Leeds GP Confederation to enable all statutory duties to be applied and work to standards set out in Leeds GP Confederations Risk Management Strategy.

Governance and statutory requirements

The post holder is expected to comply with the governance arrangements and policies and procedures of the organisation, available on the Leeds GP Confederation intranet.

Equal Opportunities and Diversity

Leeds GP Confederation has an absolute commitment to equal opportunities based on sound management practice, respect for the individual and legislative compliance. The post-holder must at all times carry out his/her responsibilities with regard to the Leeds GP Confederations Equal Opportunities Policy.

Health and Safety & Risk management

Employees must be aware of the responsibilities placed upon them under the Health and Safety Work Act 1974, to ensure that the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors and employees.

Employees must wear personal protective equipment where provided.

All employees are expected to comply fully with the Leeds GP Confederation fire policies and procedures to meet their responsibilities in relation to fire safety. All staff are also expected to maintain safe infection control practices at all times.

All employees are responsible for reporting any accidents, untoward occurrences and potential hazards to their line manager even when no injury or property damage has resulted.

Infection control

All staff have a responsibility to contribute to the reduction of healthcare acquired infection by the adherence to best practice.

Staff are expected to comply with hand hygiene guidelines and ensure all equipment used for patient care is clean and fit for purpose.

Staff are requested to report any environmental concerns regarding breach of infection prevention guidelines to their line manager.

Information Governance

Confidentiality is both a moral and contractual obligation and applies both inside and outside of work. Any matters of a confidential nature, and in particular any information relating to patients, individual staff records and details of contract prices and terms must, under no circumstances, be divulged or passed to any unauthorised persons at any time during your employment or afterwards.

All notes, emails, records and other documents, regardless of medium, are and shall remain the property of Leeds GP Confederation and shall be handed over by you to Leeds GP Confederation from time to time on demand and, in any event, upon termination of your employment. All assets issued to you (such as identity card, car parking pass, equipment, office keys etc) must be surrendered to Leeds GP Confederation upon termination of your employment and, where applicable, on change of employment within Leeds GP Confederation.

As a user of information you must be aware of your responsibilities, both legal and other, and comply with all policies and procedures issued by Leeds GP Confederation and associated Codes of Conduct and work within the principles outlined in the information governance framework. This includes information security (including encryption and, where applicable, home working and remote access), records management and information quality responsibilities.

Under the common law duty of confidentiality, you may be personally liable in a court of law for unauthorised disclosure of personal data. In addition, the wilful or negligent disclosure of confidential information or disregard for Leeds GP Confederation information governance framework would be a breach of the disciplinary rules and could result in summary dismissal. Should you breach this clause after your employment has ended, Leeds GP Confederation may take legal action against you.

Safeguarding Children/ Vulnerable Adults

All Staff within Leeds GP Confederation share a commitment to safeguard and promote a child's or vulnerable adults wellbeing. As an organisation we need to ensure that all staff who come into contact with children/vulnerable Adults in their daily activities or provide services to adults with children or vulnerable adults receives mandatory safeguarding training which is appropriate to their role. In addition to this you will be expected to work in accordance with the policies and procedures relating to Safeguarding Children/vulnerable adults that have been agreed by Leeds GP Confederation.

Job description

Job responsibilities

Works with team members and colleagues to continually improve the quality of services within the overall organisational governance framework and objectives.

Works with team members and colleagues to identify, manage and minimise risks within the overall organisational risk management framework. This includes understanding and applying knowledge of the admin role in safeguarding and incident management.

In agreement with their line manager carries out such other duties as may be reasonably expected in accordance with the grade of the post.

Build and maintain professional working relationships with stakeholders.

Excellent written and verbal communication skills

Strong organisational abilities, capable of planning and prioritising effectively.

Ability to work well under pressure and execute tasks to a high standard, whilst supporting peers.

Good questioning skills to enable issues/problems to be identified and resolved.

Awareness and experience of working with and respecting confidential material

Training Administration duties are:

Managing the event booking platform, adding copy, managing delegate applications, reporting, database management and certificate distribution.

Developing a position of trust for delegates through excellent communication skills.

To provide high quality customer service, ensuring effective communication when dealing with confidential and sensitive information.

Booking venues for training and making sure all delegates have the relevant information to access and get the most out of the training.

Key Working Relationships

Internal

All members of the Operational Management and Training Lead

Clinical Leadership team

External

Hub Workers

Training Stakeholders

Practice Managers and Staff

Facility Managers

Confidentiality

During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly that relating to patients and staff.

The post holder must be compliant with the principles of GDPR at all times.

You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of Leeds GP Confederation, unless expressly authorised to do so by Leeds GP Confederation.

Equal Opportunities

You are at all times required to carry out your responsibilities with due regard to the Leeds GP Confederations Equal Opportunities Policy and to ensure that staff receive equal treatment throughout their employment with Leeds GP Confederation.

Conflict of Interests

You are not precluded from accepting employment outside your normal working hours. However such other employment must not in any way hinder or conflict with the interests of your work in the Leeds GP Confederation

Code of Conduct for Professional Group

All staff are required to work in accordance with their professional groups code of conduct.

Risk Management

Risk management involves the culture, processes and structures that are directed towards the effective management of potential opportunities and adverse effects. Every employee must co-operate with Leeds GP Confederation to enable all statutory duties to be applied and work to standards set out in Leeds GP Confederations Risk Management Strategy.

Governance and statutory requirements

The post holder is expected to comply with the governance arrangements and policies and procedures of the organisation, available on the Leeds GP Confederation intranet.

Equal Opportunities and Diversity

Leeds GP Confederation has an absolute commitment to equal opportunities based on sound management practice, respect for the individual and legislative compliance. The post-holder must at all times carry out his/her responsibilities with regard to the Leeds GP Confederations Equal Opportunities Policy.

Health and Safety & Risk management

Employees must be aware of the responsibilities placed upon them under the Health and Safety Work Act 1974, to ensure that the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors and employees.

Employees must wear personal protective equipment where provided.

All employees are expected to comply fully with the Leeds GP Confederation fire policies and procedures to meet their responsibilities in relation to fire safety. All staff are also expected to maintain safe infection control practices at all times.

All employees are responsible for reporting any accidents, untoward occurrences and potential hazards to their line manager even when no injury or property damage has resulted.

Infection control

All staff have a responsibility to contribute to the reduction of healthcare acquired infection by the adherence to best practice.

Staff are expected to comply with hand hygiene guidelines and ensure all equipment used for patient care is clean and fit for purpose.

Staff are requested to report any environmental concerns regarding breach of infection prevention guidelines to their line manager.

Information Governance

Confidentiality is both a moral and contractual obligation and applies both inside and outside of work. Any matters of a confidential nature, and in particular any information relating to patients, individual staff records and details of contract prices and terms must, under no circumstances, be divulged or passed to any unauthorised persons at any time during your employment or afterwards.

All notes, emails, records and other documents, regardless of medium, are and shall remain the property of Leeds GP Confederation and shall be handed over by you to Leeds GP Confederation from time to time on demand and, in any event, upon termination of your employment. All assets issued to you (such as identity card, car parking pass, equipment, office keys etc) must be surrendered to Leeds GP Confederation upon termination of your employment and, where applicable, on change of employment within Leeds GP Confederation.

As a user of information you must be aware of your responsibilities, both legal and other, and comply with all policies and procedures issued by Leeds GP Confederation and associated Codes of Conduct and work within the principles outlined in the information governance framework. This includes information security (including encryption and, where applicable, home working and remote access), records management and information quality responsibilities.

Under the common law duty of confidentiality, you may be personally liable in a court of law for unauthorised disclosure of personal data. In addition, the wilful or negligent disclosure of confidential information or disregard for Leeds GP Confederation information governance framework would be a breach of the disciplinary rules and could result in summary dismissal. Should you breach this clause after your employment has ended, Leeds GP Confederation may take legal action against you.

Safeguarding Children/ Vulnerable Adults

All Staff within Leeds GP Confederation share a commitment to safeguard and promote a child's or vulnerable adults wellbeing. As an organisation we need to ensure that all staff who come into contact with children/vulnerable Adults in their daily activities or provide services to adults with children or vulnerable adults receives mandatory safeguarding training which is appropriate to their role. In addition to this you will be expected to work in accordance with the policies and procedures relating to Safeguarding Children/vulnerable adults that have been agreed by Leeds GP Confederation.

Person Specification

Experience

Essential

  • Experience of working in a busy office environment where working to deadlines and multi-tasking is essential
  • Meeting management including minute taking and distribution of meetings materials such as agendas

Desirable

  • Experience working within a healthcare environment, with an understanding of system pressures

Qualifications

Essential

  • Must be willing to participate in any relevant training identified to
  • develop skills required to carry out duties

Desirable

  • Administration/ Customer Care or equivalent qualification

Systems and Applications

Essential

  • Competent in the use of Microsoft Office packages including Outlook, Word, Excel, and PowerPoint
  • Knowledge of working with systems or software

Desirable

  • Knowledge of SystmOne and/or EMIS

Personal Attributes

Essential

  • Enthusiastic, proactive and self-motivated with excellent time management skills
  • Excellent communication skills; written and verbal
  • Ability to work without direct supervision, prioritising work and acting on own initiative where appropriate
Person Specification

Experience

Essential

  • Experience of working in a busy office environment where working to deadlines and multi-tasking is essential
  • Meeting management including minute taking and distribution of meetings materials such as agendas

Desirable

  • Experience working within a healthcare environment, with an understanding of system pressures

Qualifications

Essential

  • Must be willing to participate in any relevant training identified to
  • develop skills required to carry out duties

Desirable

  • Administration/ Customer Care or equivalent qualification

Systems and Applications

Essential

  • Competent in the use of Microsoft Office packages including Outlook, Word, Excel, and PowerPoint
  • Knowledge of working with systems or software

Desirable

  • Knowledge of SystmOne and/or EMIS

Personal Attributes

Essential

  • Enthusiastic, proactive and self-motivated with excellent time management skills
  • Excellent communication skills; written and verbal
  • Ability to work without direct supervision, prioritising work and acting on own initiative where appropriate

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.

Employer details

Employer name

Leeds GP Confederation

Address

Building 3, White Rose Park

Millshaw Park Lane

Leeds

LS11 0DL


Employer's website

https://www.leedsgpconfederation.org.uk/ (Opens in a new tab)

Employer details

Employer name

Leeds GP Confederation

Address

Building 3, White Rose Park

Millshaw Park Lane

Leeds

LS11 0DL


Employer's website

https://www.leedsgpconfederation.org.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Access Service Delivery Manager

Jane Kennard

jane.kennard1@nhs.net

07496558208

Details

Date posted

14 June 2024

Pay scheme

Other

Salary

£23,690 a year

Contract

Permanent

Working pattern

Part-time, Home or remote working

Reference number

B0348-24-00010

Job locations

Building 3, White Rose Park

Millshaw Park Lane

Leeds

LS11 0DL


Privacy notice

Leeds GP Confederation's privacy notice (opens in a new tab)