Ensuring clinical rotas are planned and uploaded in a timely manner.
Collaborate with clinical teams to ensure changes are implemented to suit requirements.
Supervise the reception team ensuring adequate cover as per practice guidelines.
Help plan and implement policies and procedures to ensure smooth operational running of the busy reception team.
Qualifications
2 years of experience in supervising a team in a related field.
Strong written and verbal communication skills.
Proficiency in using clinical systems ideally SystmOne.
Ability to work independently and as part of a team.
About us
Bancroft Medical Centre is the largest and oldest GP practice in Hitchin, Herts where there has been a GP practice on the site since 1860. We currently have 18,000 patients registered at our practice.
We are dedicated to providing the best healthcare possible operating over 2 sites. We are looking for a dynamic, self-motivated team player to join and lead our reception team and manage our rotas.
Job responsibilities
JOB SUMMARY:
We are seeking a dedicated and organised Rota Co-ordinator to join our team at Bancroft Medical Centre. The successful candidate will be responsible for coordinating and managing the appointment and duty schedules for our healthcare professionals, ensuring optimal staffing levels and effective patient care.
KEY RESPONSIBILITIES:
1. Safe levels of clinical staffing are available within the Practice.
2. Communication within the practice takes place regarding gaps and internal cover mechanisms are put in place.
3. Issues and risks are escalated to the appropriate Manager.
4. There are robust systems for management of all types of leave and absence processes for clinical staff.
5. Planning, building and managing all clinical rotas.
DUTIES:
1. Working closely with the clinical team and management to ensure there is safe clinical cover within the teams.
2. Maintain the Rota Planning Spreadsheet to show GP sessions and leave planned.
3. Maintain and communicate a pathology cover system for all doctors' leave.
4. Highlight any risks to service or potential requirement for locum cover to the management team.
5. Ensure that annual and study leave requests are approved and adhered to in line with practice policies.
6. Create and maintain rotas for all clinical staff.
7. Manage and action rota change requests based on staff leave, absences and other demands on the practice.
8. Work with GP trainers to plan, implement and manage rotas for medical students and GP trainees on placement with the practice.
9. Support with administrative tasks as needed, including managing last minute appointment changes due to staff sickness.
ADMINISTRATIVE DUTIES:
Good administration is key to this post; you must have a good understanding of Microsoft packages, be able to devise spreadsheets and manipulate data.
GENERAL:
Carry out duties involving contact with all staff in a sympathetic, appropriate and professional manner.
Provide assistance and support to all new clinical staff in familiarisation with practice procedures for rotas and absence.
This job description reflects the present requirements and objectives of the post. As the duties of the post change and develop, the job description will be reviewed and will be subject to amendment, in consultation with the post holder.
Person Specification
Experience
* Experience in rota scheduling or co-ordination, preferably in a healthcare setting.
* Strong organisational and time management skills, with the ability to prioritise tasks effectively.
* Excellent communication skills, both written and verbal.
* Previously leading/managing a team.
* Good attention to detail and good problem-solving skills.
* Ability to work independently and collaboratively within a team.
* Experience of working in primary care.
* Experience in using SystmOne.
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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