Rota Co-Ordinator

St Austell Healthcare are looking for a rota co-ordinator to join our busy team. This is a part time role for 22.5 hours per week. The post holder will work closely with the Operations Manager to create rotas and organise room planning for our medical staff across all our sites.

We offer:

• 6 weeks (pro rata) annual leave per year, plus statutory bank holidays.
• Extra annual leave for long service.
• Organisational sick pay dependent on length of service.
• Electric car and bike salary sacrifice schemes.
• Free staff social events.

Main Duties:

• Undertake the smooth, accurate and efficient entry of appointment templates onto the clinical system each week from the rota; ensuring adequate room capacity.
• Create the weekly medical student rotas.
• Complete a monthly room plan spreadsheet with all clinical rotas. Ensure this is kept up to date and followed to ensure capacity is not exceeded for all sites.
• Ensure the correct clinician is in an appropriate room, and that this is marked on the clinical system (SystmOne).
• Ensure correct appointment templates are applied to SystmOne for all clinical staff.

About us:

St Austell Healthcare has a strong multidisciplinary team comprising GPs, ANPs, Nurses, Paramedics and Pharmacists and an ethos for innovation and collaboration with health and social care partners. We are an award winning, happy team and take pride in our work and the care we offer our 38,000 patients. We are constantly seeking new ways of working to enhance service provision and the patient experience, introducing new technologies and methods of working to meet the expectations of our patient group. We are ambitious and wish to provide the best service we can for the people of St Austell.

Main Duties and Responsibilities (not exhaustive):

• Apply appointment templates to SystmOne.
• Amend/delete appointment templates.
• Amend/delete slot types.
• Complete a monthly room plan spreadsheet with all clinical rotas; ensure this is kept up to date and followed to ensure capacity is not exceeded for all sites, alongside ensuring the correct clinician is in an appropriate room, and that this is marked on SystmOne.
• Ensure meetings and training are blocked on rotas on SystmOne.
• Ensure the clinician supervising the Trainee GPs is in the header of the SystmOne template.
• Liaise with the Operations Manager regarding Online Bookable Appointments.
• Apply Social Prescribing, Pharmacist, Mental Health and MSK clinics on to SystmOne.
• Change and amend clinics that are live on SystmOne when requested.
• Check for unused appointments and liaise with Operations Manager.
• Liaise with Booking Team regarding clinics on the system.
• Liaise with service leads to review rotas as required by the Operations Manager.
• Support the Operations Manager in maintaining St Austell Healthcare's annual leave database.

Data & Computer Skills (not exhaustive):

• Effective use of computer and telephone systems.
• SystmOne Clinical System.
• Effective use of NHS.net for e-mail.

Teamwork:

• Prioritise workload according to daily requirements, through consultation with other team members.
• Develop and maintain effective working relationships with colleagues.
• Be flexible with other members of the team when covering absence.
• May be required to do overtime to support with other team members' annual leave.
• Maintain a pleasant and tidy working environment.
• Be punctual.

Person Specification:

Experience:

• Experience of working in a fast paced, busy environment.
• Previous experience within General Practice.
• Knowledge of Data Protection / GDPR and how this is applied in General Practice.
• Experience of using SystmOne clinical system.
• Awareness of the importance of safeguarding.
• Previous experience working with Rotas.

Skills:

• Self-motivated, with the ability to use own initiative.
• Ability to cope with change.
• Able to work on own, and as part of a multi-disciplinary team.
• Be able to multi-task and follow tasks through to their conclusion.
• Ability to work with changing, and sometimes conflicting, priorities with supervision.
• Ability to remain calm, friendly and professional under pressure.
• Ability to solve problems within area of work/knowledge.
• Effective written and oral communication, and interpersonal skills.
• Demonstrable experience of SystmOne clinical system.
• Flexible in approach to work.
• Interested in / aptitude for learning new skills and taking on new challenges.

Qualifications:

• Educated to GCSE grade C and above in Maths and English or substantial experience in similar role would be considered.
• CLAIT certificate.

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.