We are looking for an enthusiastic and well-organised Rota Co-Ordinator to join our team on a fixed term basis for 9 months with a view to extend. The post holder will be based at Honley Surgery and be an important part of our admin team.The Rota Co-Ordinator will work within our admin team and is responsible for the efficient and effective operation of the clinical scheduling and appointments system.Main duties of the jobAdminister, record and respond to requests for leave from any member of the practice team, within practice policy, referring on any queries to a member of the management team.Maintain accurate and up-to-date records for any leave (annual sickness, maternity etc.) and provide data as requested by the management team.Prepare clinical and non-clinical rotas in accordance with policy, ensuring all service needs are met.Communicate efficiently with all personnel covered by the rota system to ensure clarity of working arrangements and maintain operational effectiveness of the practice.Cancel and rearrange clinical sessions where necessary, contacting patients as required to rearrange their appointments.Contact locums to arrange sessions, ensuring this is done in advance so that practice needs are met.Ensure that all individual locums have signed up-to-date practice contracts and provided all necessary documentation and there is a suitable agreement in place with any individual locum/locum agency.Enter appointment schedules onto the computer system, ensuring accuracy and that appointments are available in good time.Ensure that the appropriate numbers of telephone and same-day appointments are reserved.Amend the rotas and appointments as requested, within policy and ensuring all service requirements are met.Any other duty required to support the effective operation of the clinical and non-clinical rotas/systems.About usWe are a friendly, approachable, forward-thinking practice committed to providing high quality medical service.We have an excellent team of doctors, advanced clinical practitioners, nurses, health care assistants and administrative staff working to give you the best service.We also work closely with the district nursing and health visitor teams which allows us to provide high quality care for our patients.Job responsibilitiesThe post holder is responsible for the efficient and effective operation of:The clinical scheduling and appointments system, including responding to requests for leave from members of the clinical team, preparation and organisation of the rotas, loading appointment schedules and dealing with requests for changes.The non-clinical staffing rota, ensuring adequate administrative staffing levels at all times, including responding to requests for leave in line with agreed policy.The Rota Co-ordinator also works as part of the Administrative team; this team provides support for the practice, working together to ensure that tasks are carried out to the required deadlines; to support patient care. The team has to respond to circumstances and a positive and flexible approach is required.The post holder organises their work and manages their time effectively to ensure that all tasks are completed within the required timescales.Duties and Responsibilities:The primary focus of the role is rota scheduling and appointments; however, the duties and responsibilities undertaken by the practice administrative team will be varied depending on current and evolving practice workload and staffing levels.Person SpecificationQualificationsGCSE Grade A to C in Maths and English (or equivalent).Qualified NVQ Level 2 in Health and Social Care.ExperienceExperience of administrative duties.Experience of working with the general public.Experience of working in a healthcare setting.Excellent communication skills (written and oral).Effective time management (planning and organising).Strong IT skills.Ability to work as a team member and autonomously.Good interpersonal skills.Ability to follow policies and procedures.Ability to work under pressure.Experience of working in a healthcare setting EMIS/SystmOne user skills.Forward thinker.
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