About this role
Job summary
We are looking for a detail-oriented and proactive Education and Rota Co-ordinator to join our team. This is a key support role to work closely with the Practice Manager that combines elements of human resources administration with clinical rota coordination.
Main duties of the job
The post holder will be responsible for maintaining accurate records, supporting processes, coordinating clinical rotas for 10+ clinical staff, and ensuring the efficient operation and development of our education programme.We are a forward thinking and proactive practice looking to maximise our learning opportunities over the coming years, so we are looking for a positive, proactive flexible, and highly organised person who has excellent communication and organisational skills.
About us
We have a rare and exciting opportunity for a new role to join our friendly, well established Practice based in Fremington, North Devon. We currently have 6 clinical Partners (5 GPs and 1 ANP), and an experienced multi-disciplinary team that look after a patient population of approximately 7,900.
Job description Job responsibilities
The duties and responsibilities to be undertaken by members of the practice team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving practice workload and staffing levels:
HR and Administrative Responsibilities
Maintain accurate and up-to-date records, including training, immunisations, DBS checks, and other compliance documentation for all trainees of the practice.
Support the recruitment process, including advertising any roles, shortlisting, and onboarding.
Assist with absence tracking, leave management, and updating HR systems.
Ensure Induction booklets for all education trainees are up to date.
Deliver a comprehensive induction programme for all trainees starting at the practice and ensure this is communicated to all the team.
Support the procurement of practice equipment, supplies and services within the budget for education.
Apply for external funding, in conjunction with the Practice Manager for education opportunities.
Develop alongside the Practice Manager, the training opportunities for the medical centre.
Submit any claims or reports as required by the Practice Manager and/or training schools.
Ensure the Practices website and social media channels are up to date with latest trainee and education materials/publications.
Clinical Rota Coordination
Administer and respond to requests for annual and other types of leave from trainees in line with practice policy.
Maintain accurate records of annual leave, maternity leave, and other absences and ensure they are recorded and monitored correctly.
Prepare, manage, and update clinical rotas for all clinicians using Systm one, ensuring appropriate cover is maintained at all times.
Contact locums and coordinate sessional cover where required and in discussion with the Practice Manager.
Work closely with the Practice Manager and Executive Partner to identify and resolve rota or staffing issues promptly.
Ensure timely loading and adjustment of appointment schedules and maintain accurate data entry.
Highlight capacity issues to the Practice Manager and escalate concerns appropriately.
Other responsibilities
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
Provision of refreshments for staff and visitors as required; and keeping the kitchen area clean and tidy.
Deal with and process internal tasks that are assigned to you.
Take part in audit work, reviewing patient records and recording accurate data on the relevant systems where required.
And any other duties as required by the line manager and the Practice Manager.
Person Specification
Experience Essential
Experience of working with the general public Experience of administrative duties
Desirable
Experience of working in a health care setting / primary care
Other Requirements Essential
Flexibility to work additional hours when needed Disclosure Barring Service (DBS) check
Qualifications Essential
Educated to GCSE level or equivalent
Personal Qualities Essential
Polite and confident Flexible and cooperative Motivated Proactive Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure
Skills Essential
Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Ability to prioritise and manage workload Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to follow policy and procedure High level organisation skills with attention to detail Ability to manage workload effectively to meet deadlines. Excellent written and verbal communication skills with a high standard of grammar and spelling. Previous experience in HR administration or rota coordination.
Desirable
Experience of using S1 and running reports Representing organisations at meetings Competent with using Social Media Platforms Ability to take clear and concise minutes of meetings
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 Fremington Medical Centre
Address 11-13 Beards Road
Fremington
Barnstaple
Devon
EX31 2PG
United Kingdom
Employer's website https://www.fremington.org/ (Opens in a new tab)