Weare looking for a detail-oriented and proactive Education and RotaCo-ordinator to join our team. This is a key support role to work closelywith the Practice Manager that combines elements of human resourcesadministration with clinical rota coordination.
Main duties of the job
The post holder will be responsible for maintaining accurate records, supporting processes, coordinating clinical rotas for 10+ clinical staff, and ensuring the efficient operation and development of our education programme.We are a forward thinking and proactive practice looking to maximise our learning opportunities over the coming years, so we are looking for a positive, proactive flexible, and highly organised person who has excellent communication and organisational skills.
About us
We have a rare and exciting opportunity for a new role to join our friendly, well established Practice based in Fremington, North Devon. We currently have 6 clinical Partners (5 GPs and 1 ANP), and an experienced multi-disciplinary team that look after a patient population of approximately 7,900.
Job responsibilities
Theduties and responsibilities to be undertaken by members of the practice teammay include any or all of the items in the following list. Duties may be varied from time to time underthe direction of the Practice Manager, dependent on current and evolving practiceworkload and staffing levels:
HRand Administrative Responsibilities
Maintain accurateand up-to-date records, including training, immunisations, DBS checks, andother compliance documentation for all trainees of the practice.
Support therecruitment process, including advertising any roles, shortlisting, andonboarding.
Assist withabsence tracking, leave management, and updating HR systems.
Ensure Inductionbooklets for all education trainees are up to date.
Deliver acomprehensive induction programme for all trainees starting at thepractice and ensure this is communicated to all the team.
Support theprocurement of practice equipment, supplies and services within the budgetfor education.
Apply for externalfunding, in conjunction with the Practice Manager for educationopportunities.
Develop alongsidethe Practice Manager, the training opportunities for the medical centre.
Submit any claimsor reports as required by the Practice Manager and/or training schools.
Ensure thePractices website and social media channels are up to date with latesttrainee and education materials/publications.
ClinicalRota Coordination
Administer andrespond to requests for annual and other types of leave from trainees inline with practice policy.
Maintain accuraterecords of annual leave, maternity leave, and other absences and ensurethey are recorded and monitored correctly.
Prepare, manage,and update clinical rotas for all clinicians using Systm one, ensuringappropriate cover is maintained at all times.
Contact locums andcoordinate sessional cover where required and in discussion with thePractice Manager.
Work closely withthe Practice Manager and Executive Partner to identify and resolve rota orstaffing issues promptly.
Ensure timelyloading and adjustment of appointment schedules and maintain accurate dataentry.
Highlight capacityissues to the Practice Manager and elevate concerns appropriately.
Other responsibilities
Computerdata entry/data allocation and collation; processing and recording informationin accordance with practice procedures.
Initiatingcontact with and responding to requests from patients, other team members andassociated healthcare agencies and providers.
Provisionof refreshments for staff and visitors as required; and keeping the kitchenarea clean and tidy.
Dealwith and process internal tasks that are assigned to you.
Takepart in audit work, reviewing patient records and recording accurate data onthe relevant systems where required.
Andany other duties as required by the line manager and the Practice Manager.
Person Specification
Experience
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting / primary care
Other Requirements
- Flexibility to work additional hours when needed
Qualifications
- Educated to GCSE level or equivalent
Personal Qualities
- Polite and confident
- Flexible and cooperative
- Motivated
- Proactive
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Skills
- Excellent communication skills (written and oral)
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Ability to prioritise and manage workload
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
- High level organisation skills with attention to detail
- Ability to manage workload effectively to meet deadlines.
- Excellent written and verbal communication skills with a high standard of grammar and spelling.
- Previous experience in HR administration or rota coordination.
- Experience of using S1 and running reports
- Representing organisations at meetings
- Competent with using Social Media Platforms
- Ability to take clear and concise minutes of meetings
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.
