About this role
Job summary
This is an exciting opportunity to join us at Salisbury Medical Practice as the Rota Co-ordinator. We are looking for a motivated, committed, loyal and flexible person to join our well-established team. If you are a well organised person who thrives in a busy working environment where no two days are the same, we'd love to hear from you!
As the Rota Co-ordinator; you will be responsible for creating and implementing the rotas for GPs, Nurses and other clinicians at Salisbury Medical Practice. You will need to manage supply and demand of appointments to ensure we can maintain excellent access for patient care.
Main duties of the job
The ideal candidate will have experience working in rota management within a clinical environment, however full training will be provided. Candidates need to have strong IT skills and a have an excellent eye for attention to details, being able to multitask and prioritise workload is essential to this role. The candidate should be able to work well with staff at all levels in an organisation, work well under pressure and have excellent organisational and communication skills. Candidates should be proactive & self-motivated, calm & professional, and positive & approachable. We work in a fast-paced environment; therefore, the candidate must be a fast learner and confident and competent using IT software.
About us
We are a friendly, forward thinking and supporting Medical Practice with a large clinical team consisting of GPs, Nurses, Nurse Associates, HCAs, Pharmacists, a Pharmacy Technician, and a First Contact Physiotherapist.
This is a permanent, part-time position working 25-30 hours per week across Monday to Friday. We offer 5 weeks annual leave (pro rata), free onsite parking, and the chance to join or continue on in the NHS Pension Scheme. Applicants must be eligible to work in the UK. Interviews will be held beginning of November
Job description Job responsibilities
Key Duties:
1. To create, apply and monitor rotas for all clinical staff and outside agencies, to ensure appropriate room allocation to accommodate all clinics and meetings.
2. To ensure clinical annual leave and study leave requests are recorded and applied to maintain safe operating standard across all services in terms of appointment capacity.
3. To manage clinical short-term absences by informing staff and patients. To rearrange appointments based on priority and staff skill mix.
4. To ensure the rota system has a safe number of staff available to operate our services appropriately.
Other Duties
Plan and allocate the urgent care sessions as fairly as possible for all clinicians, to include monitoring and auditing of sessions.
To ensure slot types are mapped according the local and national guidelines
Liaise with our Administrative team to rota specialist clinics such as Contraception, Dermatology and Minor Surgery. Ensure there is also an assistant available when required.
Create induction timetables for new staff and medical students.
Allocate rooms for any meetings,1:1 supervision sessions and ad- hoc meetings
It will be necessary to attend and contribute to various practice meetings as requested
Work alongside the Senior Leadership Team to support any changes or issues that may arise.
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or Senior Leadership Team.
Key Performance Indicators (KPI's)
1. To ensure rotas are applied a minimum of 6 weeks in advance at all times ensure clinical annual leave and study leave requests are recorded and applied to maintain safe operating standard across all services in terms of appointment capacity
2. To ensure absence requests recorded on staff hub are matched to the clinical system and clinics updated as necessary.
3. To notify teams of any clinical staff absence by the start of the shift and to contact and inform patients of re-arranged or cancelled appointments within 4 hours.
4. To maintain the core number of key sessions (such as duty, sorter, visits, and routine clinics)
Please see Job Description attached for further details.
Person Specification
Knowledge Desirable
Clinical computer systems in SystmOne (TPP)
Qualifications Essential
GCSE Grade C or above in Maths (or equivalent) GCSE Grade C or above in English (or equivalent)
Desirable
Qualifications at A Level standard (or equivalent)
Experience Essential
1 year+ experience in a customer service role Working within a team Working independently Telephone call handling Working in a busy environment
Desirable
3 years+ experience in a customer service role Working in an office Experience working within a confidential environment Experience working within a medical environment Experience working in General Practice and/or Primary Care Complaint handling & volatile situations
Skills Essential
Competent and confident in using IT & computers (esp., Microsoft Word and Excel) Excellent communication skills, both verbal and written Excellent organisational skills Good telephone manner
Qualities / Attributes Essential
Ability to multitask Open to feedback and willing to learn and develop Fast learner Adaptable to change Flexible approach to demand Strong team ethic Calm & professional disposition Caring & polite disposition Friendly & approachable
Employer details Employer name Salisbury Medical Practice
Address Fisherton House
Fountain Way
Salisbury
Wiltshire
SP2 7FD
United Kingdom
Employer's website https://www.salisburymedicalpractice.co.uk/ (Opens in a new tab)