Job summary
Rota Administrator -15 Hours per week
Monday/Wednesday/Friday mornings
Option to work from home orpractice based.
Job Summary
The postholder will be responsible to fully co-coordinatingthe clinical rotas for all our sites. You will be responsible for ensuring thatthe staffing levels are effectively planned each day. This will be done byensuring the rotas are managed as effectively and efficiently with the supportof the GP Partner responsible for rotas.
You will need to build excellent working relationships withboth the clinical and non-clinical staff members and manager to deliver robustrotas following practice policies and procedures. You will have to be calm and willbe able to think on your feet using your own initiative.
You will be expected to attend the appointment working groupmeetings ( in person), and have a flexible approach to work and be able to workunder pressure to be able to hit deadlines.
Knowledge of the TPP System One rotas or NHS managementsystems would be a significant advantage.
Main duties of the job
Create & maintain Rotas & slot types for all theclinical team and ensure they are correctly mapped to the National Slot Types
Create rotas in advanced as per practice protocols ensuring that all rota ledger adjustments are added to thenormal generic rota.
Ensure the start / finish times reflect each individual GP agreedrota and allocate rooms to all clinicians and balance skill setacross the 4 surgeries.
Apply & maintain holiday, training & Study daysinto the Appointments Ledger
Create & maintain Extended Hours Rota and check and making sure allsessions are filled & source cover if needed.
Add Ward Round Visits to the Visit list & assign tothe relevant GP & amend rota to accommodate the Ward round patients
Work in liaison with the Managers to createclinics for Minor-Ops, Cryotherapy etc
Compile annual Nurse & HCA Saturday Rotation
Cancel & move patients if staff off sick or unable to workat short notice, adjust rotas for staff to accommodate changes to shiftpattern.
Update the Master Rota on the S-Drive twice a month to ensurethe correct balance of GPs at each site
Ensure that all appropriate members of the team are madeaware of any rota changes/variations.
Ensure that you are up to date with practice policies andprocedures.
Ensure you are up to date with access and capacityrequirements.
Undertake any necessary personal development and training.
About us
We are a large training practice based over 4 sites, Chaddesden, Borrowash, Oakwood and the University of Derby.
All sites have access to free parking and are located on good bus routes.
The practice is part of Oakdale Park PCN, which is made up of Park Medical Practice and Overdale medical Practice.
We feel that the well being of our team is very important so we actively hold events that the post holder would be able to join if they so wished. We encourage participation in Park runs, our gardening club and going for a walk and getting outside at breaks as well as holding social evenings and picnics in the park.
This role has been created with the retirement of the current post holder who has given the practice over 30 years service. Long service at the practice is not unusual.
We have a very active PPG who work closely with the practice. We are aware that we do not get everything right first time, but our ethos is to work hard at providing the best service we can for our patients delivered by motivated, happy, trained staff who are proud to work at PMP.
Job description
Job responsibilities
Rota Administrator -15 Hours per week
Monday/Wednesday/Friday mornings
Option to work from home orpractice based.
Job Summary
The post holder will be responsible to fully co-coordinatingthe clinical rotas for all our sites. You will be responsible for ensuring thatthe staffing levels are effectively planned each day. This will be done byensuring the rotas are managed as effectively and efficiently with the supportof the GP Partner responsible for rotas.
You will need to build excellent working relationships withboth the clinical and non-clinical staff members and manager to deliver robustrotas following practice policies and procedures. You will have to be calm and willbe able to think on your feet using your own initiative.
You will be expected to attend the appointment working groupmeetings ( in person), and have a flexible approach to work and be able to workunder pressure to be able to hit deadlines.
Knowledge of the TPP System One rotas or NHS managementsystems would be a significant advantage.
Main Duties of the role
*Create & maintain Rotas & slot types for all theclinical team.
* Ensure they are correctly mapped to the National Slot Typethis will be for the following clinicians - GP, ACP, PHARMACIST & REMOTEPHARM & PHARM TECHS, PHYSIO, NURSE, HCA, MIDWIFE, HEALTH& WELLBEING,MENTAL HEALTH PRACTITIONER, LOCUM STAFF & TRAINEES
*Apply rotas 3 4 weeks in advanced for all GPs and ACP's,up to 5 months in advance for Midwives, all PCN staff 2-3 months, nurse rotasare Auto applied 8 weeks ahead so need to check all rotas are applied &amend/check the ones that have not been applied (we get a task alert if failedto apply)
* Ensure that all rota ledger adjustments are added to thenormal generic rota.
This includes variable on the day adjustments such as
CCAS Rota for external booking including the required numberNHS111/CCAS appointments.
Ward Rounds
Debrief GP registrar slots.
Communication slots for Supervising
LTC & Nurse debrief slots.
Baby Clinics
Meetings as & when required.
On-Call rota, late visit
*Ensure the start / finish times reflect each individual GP agreedrota
*Allocate rooms to all clinicians and balance skill setacross the 4 surgeries.
* Apply & maintain holiday, training & Study daysinto the Appointments Ledger on System 1 for all clinical staff, includingmeetings on Mondays & individual meetings throughout the week, to ensurethat we have adequate cover and work with the accountant sourcing locum staffif deemed appropriate.
* Create & maintain Extended Hours Rota on the S-Drive,check Extended Hours rota frequently to pick up any changes, making sure allsessions are filled & source cover if needed by emailing the team. Ensureany extra clinics on the Saturday are added (Flu etc)
* NEW GP REGISTRARS - Create & maintain rota ledgers,ensure Tutorials and Debriefs are applied according to their individual plan,adjust ledger as training progresses.
* Add Ward Round Visits to the Visit list & assign tothe relevant GP & amend rota to accommodate the Ward round patients, alsoadd the weekly Check- in -Rota for the relevant days for the community staff/matron to enter patients needing a visit
*Work in liaison with the Patient Services manager to createclinics for Minor-Ops, Cryotherapy, Coil Fits & Implants so they can befilled from the waiting lists, change nurse clinics to reflect joint surgerieswith the GP
*Change Nurse & HCA clinics when needed to accommodatethe Flu Clinics, Home Flu Visits
* Compile annual Nurse & HCA Saturday Rotation, amend,and keep up to date throughout the year
* Cancel & move patients if staff off sick or unable to workat short notice, adjust rotas for staff to accommodate changes to shiftpatterns for short notice meetings or personal appointments
* Attend regular Appointment meetings or training, this mayinclude doing appointment audits
*Update the Master Rota on the S-Drive twice a month to ensurethe correct balance of GPs at each site
* Ensure Baby 8-week check and first immunisation &Postnatal clinics are applied 6 8 weeks in advance following practicepolicies.
* Ensure that all appropriate members of the team are madeaware of any rota changes/variations.
* Ensure that you are up to date with practice policies andprocedures.
*Ensure you are up to date with access and capacityrequirements.
* To undertake personal development including attendingregular training, webinars, and appraisals
* This job description will be reviewed annually or as andwhen necessary, in conjunction with the GP responsible for rota management. Itgives a general outline of the post, and it is not intended to be inflexible ora final list of duties. It may therefore be amended from time to time inconsultation with the post holder.
Equality and Dignity The post holder will be expected toadhere strictly to the principles of fairness and equality in carrying out therole. At all times the post holder will be required to show respect for andmaintain the dignity of patients, the public and work colleagues. PMP will nottolerate and form of bullying or harassment, violence, or aggression againstits employees.
Confidentiality Your attention is drawn to the confidentialnature of the information collected. The unauthorised use of disclosure of patientinformation or any other personal information, staff code of conduct and/orData Protection Act 1998 is a disciplinary offence and could result inprosecution or action for civil damages under the Data Protection Act 1998.
Pre-Employment HealthCheck The appointment will be subject to a satisfactory Pre-Employment HealthCheck.
Person Specification
Qualifications
Essential
1. * GCSE grade A to C in English and Math's or equivalent
2. *Degree or relevant experience
3. *A minimum of 2 years experience of co-ordinating rotas
4. *IT experience including being competent at using all common
5. software.
Desirable
6. *System One Super user.
Experience
Essential
7. Experience of working in Primary Care with IT systems
8. Experience of working in a busy administrative role withing a
9. healthcare setting
10. Experience of coordinating rotas and utilising electronic roster
11. solutions (we use System One and You Manage)
12. Experience of organising your own workload to achieve your
13. targets/deadlines.
Desirable
14. * Has transferable skills and experience of other rota management systems.
15. * Experience of working in the NHS
16. * Super User for System One