Practice Proactive Care and Scheduling Team Leader
Due to the retirement of our fantastic long-serving rota administrator, the Partners have decided to review and expand the role, creating a new exciting position covering the following areas:
The management and oversight of all practice clinical rotas for all sites using System One. Undertake audits and provide the management team with information and data to support future planning.
Be the contact person and manage administratively the GP registrars during their placements at the practice, working closely with the GP Trainers on a day-to-day basis.
Manage and maintain the practice's website and social media platforms, ensuring the information is up to date and accurate.
Oversee the administration of our safeguarding, palliative care, and CST, ensuring staff are working to their KPIs and that the policies and procedures are up to date and adhered to.
Main Duties of the Job
Rota Management: Maximising practice income with a thorough understanding of rota mapping and application. Build and apply efficient clinical rotas for all the clinical team and ensure they are correctly mapped to the national slot type. Maintain the clinical rota and update it at short notice. Use data to drive scheduling decisions and optimise operational efficiency. Support and liaise with the management team to create clinics, e.g., flu clinics. Update the clinical rota at short notice, maintain extended hours rota, ensuring all sessions are filled and source cover if needed. Ensure the correct balance of GPs at each site. Be a central point of access for reporting absences.
Safeguarding Administration Lead: Line managing the safeguarding admin team. Support staff development, providing guidance and direction and ensuring staff achieve their primary responsibilities. Maintain robust safeguarding policies. Keep an accurate register of vulnerable and palliative patients. Committed to promoting the welfare of children, young people, and vulnerable adults in the organisation. Oversee and support the professional development, training, and daily operations of registrars during their placement rotation, ensuring a smooth transition into general practice.
Enhance our practice visibility through the practice website and social media.
About Us
The practice is a large forward-thinking training practice with four sites: Chaddesden, Borrowash, Oakwood, and the University of Derby. Training and development of our team is actively encouraged throughout the team.
The practice is very busy, and as such, the team works very hard. We recognise the importance of having a good work-life balance and encourage staff well-being at all levels with several groups and activities available, such as the gardening group, park well-being group, park runs, plus many social activities to attend if you choose.
Job Responsibilities
Proactive Care and Scheduling Team Leader
30 Hours per week (flexibility hybrid working)
Job Summary: To be responsible for the efficient management and application of clinical rotas for all our sites. Overseeing the administration of safeguarding, palliative care, and CST. Ensure staff achieve their primary responsibilities and robust policies are in place and updated. Organise and manage all new GP Registrars during their placement rotation, ensuring a smooth, streamlined professional transition into general practice. Manage and maintain the practice website and social media platforms, ensuring the practice website information is correct and that the details are in accordance with the GP website benchmarking and improvement tool.
This role needs flexibility for hybrid working for daily absence processes alongside an onsite presence to enhance good working relationships.
Main Responsibilities: The following are the core responsibilities of the Proactive Care and Scheduling Team Leader. There may be, on occasion, a requirement to carry out other tasks; this will depend upon factors such as workload and staffing levels.
1. Maximising practice income with a thorough understanding of rota mapping and application.
2. Build and apply efficient clinical rotas for all the clinical team and ensure they are correctly mapped to the national slot type.
3. Maintain the clinical rota and update it at short notice.
4. Use data to drive scheduling decisions and optimise operational efficiency.
5. Ensure a balanced skill set across the four surgeries.
6. Support and liaise with the management team to create clinics for minor ops, coil fits, cryotherapy, and flu clinics.
7. Update the clinical rota at short notice.
8. Create & maintain extended hours rota, ensuring all sessions are filled and source cover if needed.
9. Update the master rota twice a month to ensure the correct balance of GPs at each site.
10. Be a central point of access for reporting absences.
11. Line manage the safeguarding admin team. Support staff development, providing guidance and direction and ensuring staff achieve their primary responsibilities.
12. Maintain robust safeguarding policies.
13. Keep an accurate register of vulnerable and palliative patients.
14. Committed to promoting the welfare of children, young people, and vulnerable adults in the organisation.
15. Oversee and support the professional development, training, and daily operations of registrars during their placement rotation, ensuring a smooth, streamlined professional transition into general practice.
16. Drive our online presence and engage with our digital community.
17. Enhance our practice visibility through multiple platforms.
Generic Responsibilities
All staff at this organisation have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I): A good attitude and positive action towards Equality, Diversity & Inclusion creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law. Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF): This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing, and safety. The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety, and security legislation, policies, procedures, and guidelines. All personnel have a duty to take reasonable care of health and safety at work for themselves, their team, and others, and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the:
* Health and Safety at Work Act 1974,
* Fire Precautions (workplace) Regulations 1999,
* Coronavirus Act 2020,
* Other statutory legislation which may be brought to the post holder's attention.
Confidentiality: This organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect that all staff will always respect their privacy and maintain confidentiality. It is essential, if the legal requirements are to be met and the trust of our patients is to be retained, that all staff protect patient information and provide a confidential service.
Person Specification
Qualifications
* GCSE grade A to C in English and Maths or equivalent.
* Degree or relevant experience.
* A minimum of 2 years experience of coordinating rotas.
* IT experience including being competent at using all common software.
* Experience of working in Primary Care with IT systems.
* Experience of working in a busy administrative role within a healthcare setting.
* Experience of coordinating rotas and utilising electronic roster solutions (we use System One and You Manage).
* Experience of organising your own workload to achieve your targets/deadlines.
* Must have excellent communication and organisational skills.
* Has transferable skills and experience of other rota management systems.
* Experience of working in the NHS.
* Super User for System One.
Experience
* Ideally experience of administration of rotas in a large team within the NHS.
* Ability to work to strict deadlines and under pressure.
* Ability to write, introduce protocols, train, monitor, and adapt systems and processes.
* Experience of working in primary care.
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.
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