About this role
Job summary
The Rota/Appointment Co-ordinator will be responsible for the effective planning, co-ordination and day-to-day management of staff rotas and appointments across Galleries Medical Practice.
The post holder will ensure that appropriate staffing levels are maintained, annual leave and other absences are managed effectively, appropriate cover is arranged, and clinical appointment sessions are accurately organized and available for booking.
The role will also include monitoring Rota compliance, identifying when allocated sessions, roles or working arrangements are not being followed, and escalating concerns appropriately to the Practice Manager or relevant member of the Management Team.
The post holder must have previous experience of working with the EMIS clinical system and be confident in using EMIS to manage clinical appointment sessions, templates and slot mapping.
The post holder will also be responsible for monitoring DNA's and appointments booked online.
Main duties of the job
Staff Rota ManagementAnnual Leave & Absence ManagementOrganising Staff CoverGP Appointment Session ManagementSlot Mapping & EMIS ManagementRoom Booking & ManagementRota Monitoring & ComplianceCommunication & Team Working
About us We are a well-established, training GP practice serving the Washington community, operating from The Galleries Health Centre and working as part of the wider Sunderland primary-care system. The practice combines traditional general practice with digital access, enhanced-access provision, multidisciplinary working and a broad range of clinical and administrative services.
We are one of the larger practices in the area with 11600 patients.
Job description Job responsibilities
Staff Rota Management
Take overall responsibility for the preparation, maintenance and management of staff rotas. Maintain accurate rotas for GPs, Advanced Practitioners, Practice Nurses, Health Care Assistants and other relevant clinical and administrative staff. Ensure rotas are prepared within agreed timescales and reflect contracted working arrangements. Monitor rotas regularly to identify gaps, clashes or potential staffing issues. Liaise with clinicians and staff regarding their planned working patterns and availability. Ensure changes to rotas are accurately recorded and communicated to relevant teams. Maintain an organised and up-to-date record of all rota changes. Monitor whether staff are working in accordance with their allocated rota, sessions and agreed roles. Identify and record occasions where allocated rota arrangements are not being followed. Liaise with the relevant staff member where appropriate to clarify any discrepancies. Escalate repeated or significant instances of rota non-compliance to the Practice Manager / Management Team.
Annual Leave & Absence Management
Receive and co-ordinate annual leave requests in accordance with practice procedures. Check annual leave requests against staffing requirements and existing leave before forwarding for approval where required. Maintain an accurate annual leave record for all relevant staff. Monitor planned absences and identify potential gaps in staffing at an early stage. Liaise with staff and management regarding planned and unexpected absences. Ensure rota changes resulting from leave or absence are accurately recorded. Support the management team in maintaining safe and appropriate staffing levels.
Organising Staff Cover
Identify rota gaps and arrange appropriate cover where required. Liaise with clinicians, practice staff, locums and relevant external contacts to source cover. Maintain a record of cover arrangements and associated changes. Ensure cover arrangements are communicated promptly to reception, clinical and administrative teams. Escalate any significant or unresolved staffing gaps to the Practice Manager / Management Team. Monitor short-notice cancellations and changes and take appropriate action to minimise disruption to services.
GP Appointment Session Management
Manage and maintain GP appointment sessions using EMIS in line with agreed practice requirements. Ensure clinical sessions are available and correctly configured for booking. Liaise with GPs and the Practice Manager regarding changes to clinical availability. Add, amend or remove sessions as required. Ensure appointment availability reflects the agreed staffing and clinical service requirements. Monitor appointment sessions to identify errors, gaps or inappropriate availability. Ensure changes to sessions are accurately reflected within EMIS. Support the practice in maximising appropriate appointment capacity.
Slot Mapping & EMIS Management
Use EMIS clinical system to manage and maintain appointment templates and slot mapping. Ensure appointment slots are correctly mapped to the appropriate clinician, appointment type and service. Make amendments to slot mapping when services, clinicians or appointment requirements change. Identify and rectify mapping errors promptly. Work with the Practice Manager and clinical teams to ensure appointment templates meet operational requirements. Ensure changes are accurately recorded and communicated to relevant staff. Maintain a good working knowledge of EMIS functionality relevant to rota and appointment management.
Room Booking & Management
Co-ordinate room bookings for clinical and other practice services. Ensure rooms are appropriately allocated according to clinician requirements and service needs. Monitor room availability and identify potential clashes. Liaise with clinical and administrative teams regarding room requirements. Make changes to room bookings when sessions or staffing arrangements change. Support effective use of practice rooms and available clinical space.
Rota Monitoring & Compliance
Regularly review rotas against actual working arrangements. Monitor whether clinicians and staff are undertaking the sessions and roles allocated to them. Identify discrepancies between the published rota and actual attendance/working arrangements. Follow up unexplained discrepancies with the relevant staff member or team. Maintain appropriate records of identified rota discrepancies. Escalate recurring or significant issues to the Practice Manager / Management Team. Highlight patterns which may impact staffing levels, patient access or service delivery. Work proactively with the Management Team to address recurring rota issues.
Any other work deemed appropriate at the direction of the Practice Manager / Senior Partners
Undertake any other reasonable duties, tasks or projects that are appropriate to the role and support the effective day-to-day operation of Galleries Medical Practice.This may include supporting the Practice Manager and Senior Partners with practice development, service improvement, staff coordination, administrative processes, audits, data collection, implementation of new systems or procedures, preparation for inspections or reviews, and other operational priorities as they arise.The post holder may also be required to provide additional support during periods of increased workload, staff absence or changing practice requirements, ensuring that priorities are addressed effectively and that the practice continues to provide a safe, efficient and high-quality service to patients.Any additional duties will be reasonable and appropriate to the post holder's skills, experience and level of responsibility, and will be discussed with the Practice Manager or Senior Partners where necessary.
Person Specification
Qualifications Essential
Experience Previous experience of working with the EMIS clinical system essential. Demonstrable experience using EMIS for appointment management and clinical scheduling. Experience of managing staff rotas or complex scheduling arrangements. Experience of managing multiple tasks and competing priorities. Experience of working within a busy environment. Experience of maintaining accurate electronic records. Experience of communicating with a range of staff and professionals. Skills & Abilities Excellent organisational and time-management skills. Strong attention to detail. Confident and competent use of EMIS. Ability to manage and amend clinical appointment sessions and templates. Understanding of slot mapping and appointment configuration. Ability to identify rota discrepancies and potential staffing problems. Ability to monitor whether allocated roles and sessions are being followed. Ability to deal appropriately and professionally with rota discrepancies. Ability to escalate concerns where required. Ability to plan and manage rotas effectively. Ability to identify problems and find practical solutions. Ability to prioritise workload and meet deadlines. Excellent verbal and written communication skills. Ability to work independently and use initiative. Ability to remain calm and organised when dealing with short-notice changes. Ability to handle confidential and sensitive information appropriately.
Desirable
Previous experience working within general practice or primary care. Experience of managing GP and wider clinical rotas. Experience of managing locum cover. Experience of room/resource scheduling. Experience of managing multiple clinical appointment templates. Knowledge of primary care workforce and appointment management processes.
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 Galleries Medical Practice
Address Washington Centre
Washington
Tyne And Wear
NE38 7NQ
United Kingdom
Employer's website https://www.galleriesmedicalpractice.nhs.uk (Opens in a new tab)