Job description

Job responsibilities

Salary: £22,400£24,000 per annum for 30 hours per week (equivalent to £28,000£30,000 FTE)

Main Duties and Responsibilities

• Coordinate and maintain clinical rotas, ensuring they are accurate and planned in advance.
• Maintain accurate records of annual leave, CPD time and other planned clinical absence.
• Ensure approved leave, CPD and rota changes are reflected accurately and promptly.
• Allocate clinical roles and duties fairly, taking account of working patterns, responsibilities and service requirements.
• Monitor role and CPD allocations to support a fair and consistent approach across the clinical workforce.
• Identify staffing gaps, clashes and potential areas of under-cover at an early stage.
• Coordinate routine cover arrangements within agreed staffing and approval limits.
• Support rota changes required because of sickness or unexpected absence.
• Escalate significant staffing gaps, clinical staffing decisions or additional expenditure to the appropriate manager.
• Maintain a forward view of staffing requirements and highlight upcoming pressures or recurring issues to Practice Management.
• Act as a point of contact for routine rota queries and communicate changes clearly to relevant colleagues.
• Maintain accurate and confidential workforce records.
• Support improvements to rota and workforce processes where appropriate.

Working Relationships and Responsibilities

The postholder will be expected to work independently on routine rota and workforce coordination while recognising when a matter requires management or clinical input.

The role involves handling sensitive workforce information, which must be managed professionally and confidentially at all times.

Practice Values

The postholder will be expected to work in accordance with our Practice values of Transparency, Integrity, Kindness and Quality, applying these principles when communicating with colleagues, managing workforce information and coordinating rotas fairly and consistently.

General Responsibilities

The postholder will:

• Work in accordance with Practice policies and procedures.
• Maintain confidentiality and comply with information governance requirements.
• Participate in relevant training, appraisal and development.
• Contribute positively to teamwork and service improvement.
• Follow Practice requirements relating to health and safety, safeguarding, equality and diversity.
• Undertake other reasonable duties appropriate to the role.

Person Specification

Experience

Essential

• Experience of working in a busy administrative or coordination role.
• Experience of managing competing priorities and working to deadlines.
• Experience of maintaining accurate records and handling confidential information.
• Skills and abilities
• Excellent organisational and planning skills, with the ability to think ahead.
• Strong attention to detail and a high level of accuracy.
• Ability to manage changing priorities and respond calmly to unexpected issues.
• Confident and professional communication skills.
• Ability to build positive working relationships with colleagues at all levels.
• Ability to work independently within agreed procedures and recognise when an issue needs to be escalated.
• Confident using IT systems, including Microsoft Office.
• A fair, consistent and practical approach to decision-making and problem solving.
• Personal qualities
• Proactive and reliable, with a strong sense of personal responsibility.
• Approachable and able to communicate sensitively when dealing with staffing or rota issues.
• Able to maintain confidentiality and exercise discretion.
• Committed to the Practice values of Transparency, Integrity, Kindness and Quality.

Desirable

• Previous experience of rota coordination, workforce planning or staff scheduling.
• Experience of working within general practice, the NHS or another healthcare environment.
• Experience of coordinating annual leave, absence or staff cover.
• Understanding of clinical rotas and the operational pressures of primary care.
• Experience of working with clinical and non-clinical teams.

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

Beech Tree Surgery

Address

68 Doncaster Road

Selby

YO8 9AJ

United Kingdom

Employer's website

https://www.beechtreesurgery.co.uk/ (Opens in a new tab)