About this role
Job summary
We are looking to recruit an organised, proactive and enthusiastic Rota Lead to join our friendly team at Oak Tree Surgery and Pensilva Health Centre.
This is a varied and rewarding role, combining responsibility for the coordination of clinical rotas and clinics with oversight of patient communications, including social media and website content. You will play a key role in supporting our clinical and management teams, ensuring safe staffing levels, and helping patients stay informed and engaged with the practice.
This is an exciting opportunity for someone who enjoys a diverse role and wants to make a real contribution to both patient care and practice operations.
Working Pattern is 07:00 15:00 Monday to Friday (37.5 hours per week) to ensure our current lone working commitments are met and rota amendments due to sickness absences are completed prior to clinics starting.
Main duties of the job
The successful candidate will be responsible for all aspects of clinical rota coordination and clinic administration, including:
Managing and maintaining GP and ANP clinics and rotas Acting as the main point of contact for clinic setup, preparation and implementation Supporting QOF-related appointments and clinic activity Reviewing and approving annual leave requests for GPs and ANPs while ensuring safe staffing levels are maintained Supporting clinicians and helping resolve day-to-day clinic and rota queries Updating the daily huddle information on the EMIS homepage Managing and actioning the registrations inbox Adding upcoming clinics for GPs and ANPs Processing and coding Child Health Information Service (CHIS) reports, including: Preschool immunisations 68 week health checks Blood spot results School immunisation reports Running monthly DNA (Did Not Attend) searches and reports Ensuring waiting room and patient information displays are current and accurate including posters, leaflets and TVsCommunications & Patient Engagement
The role will also include responsibility for supporting the practices patient communications by:
Planning and scheduling monthly social media content and stories Preparing patient newsletters and practice updates Helping maintain and update website content Supporting patient engagement campaigns and health promotion initiatives
About us
We are an established and successful training practice with a practice-owned on-site pharmacy and an award-winning research team. We are committed to delivering the highest standards of patient care while providing a supportive, positive and balanced working environment for our staff.
Job description Job responsibilities
Reports to Practice Manager and Compliance Manager Accountable to: The Partners
Role Summary
The Rota Lead plays a central role in coordinating clinical rotas, supporting practice operations, and ensuring clinics run efficiently across the organisation. Acting as the main point of contact for rota management and clinic coordination, the postholder will work closely with clinical and operational teams to support safe, effective, and patient-focused services.
The role combines workforce coordination, operational support, communication, and compliance responsibilities. The Rota Lead will help maintain high standards across governance, patient experience, and service delivery while supporting continuous improvement throughout the practice.
Key Responsibilities
Clinical Rotas and Clinic Coordination
Develop and maintain forward-planned clinical rotas for acute and routine teams. Ensure clinics are created, updated, and managed accurately within clinical systems. Monitor rota capacity, identify gaps or risks, and escalate concerns appropriately. Coordinate locum cover and support continuity of service delivery. Support operational changes and service initiatives, including enhanced access and infection control arrangements. Coordinate nursing and QOF-related clinics to support patient care and contractual requirements. Create and maintain clear rota procedures and standard operating processes (SOPs). Ensure consistency of clinic setup and patient experience across all practice sites. Team Support and Operational Leadership
Provide day-to-day support to clinical and administrative teams. Promote a positive, collaborative, and solution-focused working environment. Support staff understanding of practice policies, procedures, and operational processes. Assist with induction, training, and onboarding of new team members. Contribute to appraisals, return-to-work meetings, and general people management administration. Support implementation of new initiatives, systems, and operational improvements. Encourage continuous improvement and help identify opportunities to enhance workflows and services. Leave and Workforce Coordination
Manage annual leave requests for clinical staff alongside the Rota GP and management team. Update rotas and clinic schedules in response to leave or sickness absence. Act as a point of contact for clinical absenteeism reporting. Monitor staffing levels and attendance trends, escalating concerns where appropriate. Governance, Compliance and Quality
Support the practice in meeting regulatory and contractual requirements, including CQC standards, QOF, enhanced services, CQRS, and Open Exeter reporting. Maintain awareness of health and safety, information governance, and employment requirements relevant to the role. Contribute to practice audits, inspections, and quality improvement initiatives. Support the ongoing development and review of practice protocols and procedures. Help ensure systems and processes remain safe, effective, and compliant. Administration and Records Management
Responsibilities may include:
Managing registration workflows and patient record requests. Processing address changes and administrative amendments. Coordinating induction information for clinicians. Managing key operational records and reports, including CHIS reports and PAT testing schedules. Completing weekly compliance checks and maintaining accurate records. Supporting workflow management and practice administration as required. Communications and Engagement
Maintain and update practice communications channels, including the website, intranet, waiting room information, and patient newsletters. Support internal communications and operational updates for staff. Coordinate and schedule social media and patient engagement content. Act as a communication link between operational management and practice teams. Promote a positive patient experience across all areas of service delivery.
Personal Development
Participate in annual appraisal and ongoing professional development. Maintain up-to-date knowledge of NHS and primary care developments. Attend relevant meetings, training sessions, and external events. Contribute to audits and service improvement work.
Additional Information
Confidentiality
The postholder will have access to confidential patient, staff, and business information and must maintain strict confidentiality at all times in line with practice policies, GDPR, and information governance requirements.
Equality, Diversity and Inclusion
The practice is committed to creating an inclusive working environment that promotes equality of opportunity and values diversity.
Health and Safety
All staff are responsible for maintaining a safe working environment and complying with health and safety policies and procedures.
DBS Requirement
This role is subject to a DBS check in line with the Rehabilitation of Offenders Act 1974.
Flexibility Statement
This role profile is intended to outline the main duties and responsibilities of the post. Duties may change over time in line with service needs and organisational priorities.
Person Specification
Personal Qualities Essential
Professional, approachable, and supportive. Detail-focused with strong organisational awareness. Calm and resilient under pressure. Patient-focused and team-oriented. Motivated to improve services and processes.
Experience Essential
Office administration experience Competent using Microsoft Office
Desirable
Experience working within primary care or healthcare operations Experience using clinical or operational systems
Qualifications Essential
GCSE grade A to C in English and Maths
Skills and Experience Essential
Excellent organisational and coordination skills. Strong communication and interpersonal skills. Ability to build effective working relationships across teams. Confident managing competing priorities in a fast-paced environment. Proactive and adaptable approach to problem solving. Good understanding of operational processes, policies, and procedures. Commitment to continuous professional development (CPD). Full UK driving licence and access to a vehicle.
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 OAK TREE SURGERY & PENSILVA HEALTH CENTRE
Address Clemo Road
Liskeard
Cornwall
PL14 3XA
United Kingdom
Employer's website https://www.theoaktreesurgery.co.uk/ (Opens in a new tab)