About this role
Job summary
The Rota Coordinator is responsible for the accurate and efficient management and implementation of clinical rotas for all clinicians working within the practice.
This is a key administrative and operational role, ensuring that clinical rotas are accurately applied to SystmOne and that appointment ledgers are appropriately structured to support the smooth and efficient running of the practice.
The postholder will be responsible for ensuring that all relevant clinical sessions, appointment blocks and non-clinical commitments are accurately reflected within the appointment system. This includes annual leave, meetings, clinical supervision, training, administration time and other planned commitments.
The role is essential in ensuring that the practice has appropriate clinical capacity available to patients, that appointment books are correctly configured, and that all relevant appointment slots are mapped to the correct clinical pathways in accordance with contractual and operational requirements.
The successful candidate will need to demonstrate excellent organisational skills, a high level of accuracy and attention to detail, and the ability to manage a complex and frequently changing workload.
Main duties of the job
Coordinate and maintain the clinical rotas for all clinicians working within the practice.
Accurately apply clinical rotas to SystmOne within agreed timescales.
Ensure appointment ledgers are correctly configured and reflect the agreed clinical rota.
Ensure all appropriate appointment slots and blocks are available to patients and clinicians at the correct times.
Apply changes to rotas promptly, including changes arising from sickness, annual leave, study leave, meetings, training and other commitments.
Ensure that clinical sessions are appropriately allocated and that appointment capacity is maximised.
Monitor appointment ledgers to identify errors, gaps, inappropriate blocks or capacity issues and escalate these where necessary.
Work closely with the Practice Manager, Assistant Practice Manager, clinicians and administrative teams to resolve rota and appointment system issues.
About us
St Georges is a successful and thriving medium-sized rural Practice with over 13,000 patients, based in a modern purpose-built building. We are rated as Good with Outstanding features by CQC and rated 5-stars by our patients on NHS Choices. We are committed to excellent patient care, family-friendly working, and staff development.
We are an accredited GP-training Practice, and encouraging learning and development for all our staff is part of our ethos.
We have a strong clinical team of five Practice Nurses, five Nurse Prescribers, and seven GPs, all supported by experienced Healthcare Assistants, administrators, dispensary and management teams.
We are committed to values of being safe, kind and excellent, and have a culture of supporting family-friendly working, and encouraging staff development.
Job description Job responsibilities
Coordinate and maintain the clinical rotas for all clinicians working within the practice.
Accurately apply clinical rotas to SystmOne within agreed timescales.
Ensure appointment ledgers are correctly configured and reflect the agreed clinical rota.
Ensure all appropriate appointment slots and blocks are available to patients and clinicians at the correct times.
Apply changes to rotas promptly, including changes arising from sickness, annual leave, study leave, meetings, training and other commitments.
Ensure that clinical sessions are appropriately allocated and that appointment capacity is maximised.
Monitor appointment ledgers to identify errors, gaps, inappropriate blocks or capacity issues and escalate these where necessary.
Work closely with the Practice Manager, Assistant Practice Manager, clinicians and administrative teams to resolve rota and appointment system issues.
Person Specification
Qualifications Essential
GCSE grade C or above in English and Maths
Desirable
ICT Level 2 or above
Personal attributes Essential
Reliable and dependable. Proactive and able to anticipate potential problems. Calm and professional when working under pressure. Flexible and adaptable to changing requirements. Approachable and able to build effective working relationships with colleagues. Committed to maintaining high standards of accuracy. Discreet and able to maintain strict confidentiality. Willingness to take responsibility and ownership of the rota process.
Experience Essential
Experience of working within an administrative or coordination role. Experience of managing complex information and competing priorities. Experience of working accurately with computerised systems. Experience of working within a busy environment where priorities can change frequently. Experience of maintaining confidentiality and handling sensitive information appropriately.
Desirable
Previous experience working within General Practice or an NHS environment. Previous experience using SystmOne. Previous experience managing clinical rotas. Understanding of GP appointment systems and clinical appointment pathways. Understanding of GP Contract requirements relating to appointment slot mapping. Experience of working with SystmOne appointment ledgers. Experience of working with clinical or healthcare staff rotas. Understanding of the pressures and operational requirements within General 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.
Employer details Employer name St George's Medical Centre
Address 2a Parsons Lane
Littleport
Cambridgeshire
CB6 1JU
United Kingdom
Employer's website https://www.stgeorges-littleport.co.uk/ (Opens in a new tab)