About this role
Job summary The postholder will be responsible for working within a friendly team of four, efficiently and effectively managing the clinical rotas for Brownlow Group Practice. They will work closely with clinical and management teams to maintain the core clinical rota, ensuring all job plan changes, new starters, and staffing updates are accurately reflected. The role will also involve updating the clinical appointment book (EMIS and PACO Connect) and adapting clinics to accommodate annual leave, study leave, and other staffing changes on both a short- and long-term basis.
This is a busy and demanding role that requires a high level of accuracy, organisation, and attention to detail across all aspects of work. The postholder will support the management of rotas for more than 140 clinical staff across six sites, including Doctors, Nurses, Clinical Support Workers, Medical Students, Registrars, and other clinical roles working within the Primary Care Network (PCN).
Main duties of the job
The following are the core responsibilities of the Rota Coordinator. There may, on occasion, be a requirement to undertake additional duties, depending on workload, staffing levels and service needs.
In accordance with Practice policies, procedures and guidelines, the postholder will be responsible for
Clinical Scheduling and Rota Management
Prepare, maintain and update clinical rotas in accordance with Practice policies and service requirements, ensuring rotas are produced accurately and up to 8 weeks in advance.
Ensure that all Brownlow Group Practice clinical rotas are accurately maintained and reflect current staffing arrangements, to ensure contractable obligations are met.
Process and record annual leave, study leave and other approved leave requests from clinicians in accordance with Practice policy, escalating queries or exceptional requests to the Access Lead or relevant clinical lead where appropriate.
Ensure all leave, workforce changes, job plan amendments and staff scheduling information are accurately maintained across clinical rotas and spreadsheets, as well as associated systems, including EMIS, PACO Connect and TeamNet.
Identify potential rota gaps, staffing pressures and service risks in advance and escalate these to the Access Lead where appropriate.
Liaise with clinical leads and service providers to coordinate rota requirements, capacity planning and room utilisation.
About us
Brownlow is proud to be an exceptional employer, offering strong support for staff wellbeing through a dedicated wellbeing team and a wide range of benefits and incentives. These include protected study leave with a financial allowance and a comprehensive six-month mentorship and induction programme.
We are committed to equality, diversity, and inclusion, and aim for our workforce to reflect the diverse community we serve. We actively encourage applications from individuals who identify as having protected characteristics, particularly those with linguistic diversity, members of the LGBTQ+ community, people from Black, minority ethnic or minority faith backgrounds, and those who are disabled and/or neurodiverse. We recognise that structural and systemic barriers may discourage some groups from applying, and we welcome feedback on any such barriers so we can work to address them.
Extended access sessions will form part of your contracted hours. If you are successful at interview and are registered with any Brownlow practice, you will be required to change practices as a condition of employment.
Job description Job responsibilities
The following are the core responsibilities of the Rota Coordinator. There may, on occasion, be a requirement to undertake additional duties, depending on workload, staffing levels and service needs.
In accordance with Practice policies, procedures and guidelines, the postholder will be responsible for
Clinical Scheduling and Rota Management
Prepare, maintain and update clinical rotas in accordance with Practice policies and service requirements, ensuring rotas are produced accurately and up to 8 weeks in advance.
Ensure that all Brownlow Group Practice clinical rotas are accurately maintained and reflect current staffing arrangements, to ensure contractable obligations are met.
Process and record annual leave, study leave and other approved leave requests from clinicians in accordance with Practice policy, escalating queries or exceptional requests to the Access Lead or relevant clinical lead where appropriate.
Ensure all leave, workforce changes, job plan amendments and staff scheduling information are accurately maintained across clinical rotas and spreadsheets, as well as associated systems, including EMIS, PACO Connect and TeamNet.
Identify potential rota gaps, staffing pressures and service risks in advance and escalate these to the Access Lead where appropriate.
Liaise with clinical leads and service providers to coordinate rota requirements, capacity planning and room utilisation.
Arrange clinical sessions with locums, where required, in accordance with agreed Practice processes and service requirements.
Manage on-the-day rota changes, including sickness and emergency leave, taking appropriate action to maintain safe and effective access services and escalating issues where adequate cover cannot be secured.
Maintain and update EMIS appointment books and templates to ensure clinics accurately reflect agreed rotas, staffing arrangements, job plans and service requirements.
Communicate rota arrangements, staffing changes, capacity concerns and operational risks to relevant staff and the Access Lead in a timely manner.
Communication and Relationships
Liaise appropriately with Practice staff, the Primary Health Care Team, clinical leads, other NHS organisations and external agencies in relation to rota and scheduling matters.
Communicate sensitively and effectively with staff and, where appropriate, patients and carers.
Participate in relevant meetings and provide accurate operational information relating to rota and scheduling matters.
Team Working
Understand and work within the responsibilities and scope of the Rota Coordinator role.
Work effectively as part of the Rota Team and wider Practice team, supporting colleagues in a flexible, approachable and professional manner.
Work collaboratively with the Access Lead and other members of the Access Team to support effective service delivery.
Quality, Governance and Compliance
Ensure that information entered into Practice systems is accurate, timely and appropriately maintained.
Maintain confidentiality and comply with the requirements of data protection, information governance and Practice policies.
Follow Practice policies and procedures relating to health and safety, security, confidentiality and service delivery.
Participate in quality improvement activities relevant to the rota and scheduling function, including identifying opportunities to improve accuracy, efficiency and effectiveness.
Contribute to investigations, significant event reviews, complaints processes and other governance activities where relevant to the role.
Training, Learning and Development
Participate in appraisal, supervision, mandatory training and other learning and development activities required for the role.
Maintain and develop knowledge and competence in the systems and processes required to undertake the role effectively.
Support the induction of new staff, students and other attached professionals where appropriate.
Provide training and practical support to colleagues in relation to rota and scheduling processes within the scope of the role.
Person Specification
Personal Qualities Essential
Polite and confident Flexible and cooperative Motivated Initiative and judgement (knowing when to ask for help) Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure
Qualifications Essential
Good general computer skills, including the ability to use Microsoft Office. A sound general education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications. Evidence of excellent administration and organizational skills with the ability to manage time effectively to meet deadlines. Previous experience that demonstrates good attention to detail. An excellent standard of grammar and spelling in the English language
Skills Essential
A friendly and approachable manner, with good people skills, showing understanding, care, and assertiveness when appropriate The ability to work independently and use initiative. The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing. The ability to manage conflict calmly and positively and adhere to procedures under pressure. A conscientious approach and commitment to working in an adaptable and flexible manner. The ability to work effectively when busy and multi-task when required. The ability to deal with personal information sensitively and respect people's right to confidentiality The ability to cope with occasional exposure to challenging behavior, distressing circumstances, or emotional events The ability to work positively as a member of a busy team. The ability to give good and regular attendance. Demonstrate your competence in the English language. Assessed at interview/ Certificate of English proficiency
Other Requirements Essential
Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Always maintain confidentiality
Desirable
Experience of working in a healthcare setting. Training or qualifications in administration, IT, or other related areas. Experience in an administrative role.
Experience Desirable
Training or qualifications in administration, IT, or other related areas Experience of administrative duties Experience of working in a healthcare setting
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 Brownlow Group Practice
Address Brownlow Health PCN
Ropewalks Surgery
26 Argyle Street
Liverpool
Merseyside
L1 5DL
United Kingdom
Employer's website https://www.brownlowhealth.co.uk/ (Opens in a new tab)