About this role
Job summary
We are looking for an organised, proactive and detail-oriented Patient Care and Rota Coordinator to support the effective day-to-day running of our multidisciplinary primary care team.
The role is for 30 to 37.5 hours per week, with working hours to be agreed.
Main duties of the job
The main focus of this role is the coordination and maintenance of clinical rotas, workforce planning, appointment template management and operational administration. The postholder will work closely with GPs, nurses, healthcare professionals, administrators and the wider surgery team to ensure staffing arrangements are well organised, resources are used effectively and services run smoothly.
The role also includes administrative support for proactive care processes, multidisciplinary team (MDT) meetings and the review of Universal Care Plans (UCPs), helping to ensure that agreed processes are completed and relevant records are maintained.
About us
Woodcote Medical is a well-established suburban practice with approx. 18,000 patients across two locations in Purley and Coulsdon. Our multidisciplinary team includes GPs, Clinical Pharmacists, ANPs, a Paramedic, Nurses, HCAs, First Contact Physios, and a large administrative and patient services team.
Job description Job responsibilities
1. Rota Management and Workforce Coordination
Coordinate, maintain and update clinical team rotas, ensuring appropriate staffing cover and effective use of available resources. Liaise with clinicians, managers and wider team members regarding rota requirements, planned and unplanned absences, annual leave and changes to working arrangements. Identify staffing gaps, potential rota conflicts and service pressures, taking appropriate action or escalating concerns where necessary. Support the coordination of cover arrangements to maintain service continuity and minimise disruption. Monitor rota changes and ensure staffing information is accurate, up to date and communicated effectively. Set up and maintain appointment templates within the clinical system, ensuring appointment types are mapped correctly to support accurate GPAD (General Practice Appointments Data) reporting. Review appointment templates and rota arrangements to identify inconsistencies and opportunities for improved efficiency. Maintain clear records of rota arrangements, changes and relevant staffing information.2. Student and Registrar Onboarding and Coordination
Coordinate the administrative onboarding of students, GP registrars and other clinical trainees joining the practice. Develop, organise and maintain induction timetables, training schedules and clinical placement rotas in liaison with supervisors and relevant team members.3. Proactive Care & Universal Care Plan (UCP) Administrative Support
Provide administrative support for the coordination of proactive care reviews, including assisting with identifying patients due for review and maintaining accurate records of outstanding actions. Provide administrative support for the recording, monitoring and review of Universal Care Plans (UCPs). Liaise with the appropriate clinicians and professionals to coordinate reviews and follow up outstanding actions.4. MDT Meeting Coordination
Provide administrative and organisational support for regular multidisciplinary team (MDT) meetings. Record agreed actions and maintain clear records of decisions and follow-up requirements. Track outstanding actions and liaise with relevant team members to support timely completion.
Person Specification
Experience Essential
Experience of working in a GP practice
Desirable
Highly organised, methodical and able to manage competing priorities effectively. Experienced in coordinating rotas, schedules, staffing arrangements or other complex administrative processes. Confident communicating with clinicians, managers and administrative teams to resolve scheduling issues and coordinate changes. Proactive in identifying gaps, anticipating operational pressures and following issues through to resolution. Detail-oriented, with a strong commitment to accurate record keeping and data quality. Confident using IT systems and administrative software, with the ability to learn clinical systems quickly. Able to work independently, exercise sound judgement and recognise when issues need to be escalated. Comfortable handling confidential information and working within established policies and procedures. Flexible and adaptable, with the ability to respond to changing service demands.
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 Woodcote Medical
Address Woodcote Medical
32 Foxley Lane
Purley
Surrey
CR8 3EE
United Kingdom
Employer's website https://www.woodcotemedical.nhs.uk/ (Opens in a new tab)