Patient Care & Rota Coordinator (GP Surgery)

The Methodist Church in Britain; Coulsdon; On-site; GBP 23,000 - 30,000; Full time

Job summary

Woodcote Medical in Coulsdon is seeking a dedicated rota and administration coordinator to support the multidisciplinary team. You will schedule rotas, manage absences, onboarding of students and trainees, and maintain care templates and MDT meeting records.

The role requires GP practice experience, excellent organisation, and adept IT skills; hours 30–37.5 per week with flexible hours.

Qualifications

• Experience of working in a GP practice.
• Highly organised and methodical, able to manage competing priorities.
• Experience coordinating rotas, schedules, staffing or other complex administrative processes.
• Confident communicating with clinicians, managers and admin teams to resolve scheduling issues.
• Proactive and able to work independently, using sound judgement on when to elevate.
• Detail-oriented, with a strong commitment to accurate records and data quality.
• Confident with IT systems and admin software, and able to learn clinical systems quickly.
• Comfortable handling confidential information and following policies and procedures.
• Flexible and adaptable to changing service demands.

Responsibilities

• Coordinate, maintain and update clinical team rotas to ensure cover and effective use of resources
• Liaise with clinicians and managers on absences, annual leave and changes to working arrangements
• Identify staffing gaps, rota conflicts and service pressures, acting or escalating as needed
• Support cover arrangements to maintain service continuity
• Set up and maintain appointment templates, mapping appointment types correctly for GPAD reporting
• Review templates and rotas for inconsistencies and efficiency gains
• Keep accurate, up-to-date records of rota arrangements, changes and staffing information
• Coordinate administrative onboarding of students, GP registrars and clinical trainees
• Develop and maintain induction timetables, training schedules and placement rotas
• Support proactive care reviews and Universal Care Plan recording, monitoring and follow-up
• Organise MDT meetings, recording agreed actions and tracking outstanding actions

Skills

GP practice experience

Highly organised

Scheduling and rota management

Communication with clinicians

Job description

Coordinates clinical rotas, workforce planning and appointment templates for the multidisciplinary team at Woodcote Medical, a practice serving about 18,000 patients. The work also covers onboarding students and GP registrars, and admin support for proactive care reviews, Universal Care Plans and MDT meetings. It is a post of 30 to 37.5 hours a week, with hours still to be agreed, and needs prior experience of working in a GP practice.

What the job involves

• Coordinate, maintain and update clinical team rotas to ensure cover and effective use of resources
• Liaise with clinicians and managers on absences, annual leave and changes to working arrangements
• Identify staffing gaps, rota conflicts and service pressures, acting or escalating as needed
• Support cover arrangements to maintain service continuity
• Set up and maintain appointment templates, mapping appointment types correctly for GPAD reporting
• Review templates and rotas for inconsistencies and efficiency gains
• Keep accurate, up-to-date records of rota arrangements, changes and staffing information
• Coordinate administrative onboarding of students, GP registrars and clinical trainees
• Develop and maintain induction timetables, training schedules and placement rotas
• Support proactive care reviews and Universal Care Plan recording, monitoring and follow-up
• Organise MDT meetings, recording agreed actions and tracking outstanding actions

What’s required

Experience

• Experience of working in a GP practice

Nice to have

• Highly organised and methodical, able to manage competing priorities
• Experience coordinating rotas, schedules, staffing or other complex administrative processes
• Confident communicating with clinicians, managers and admin teams to resolve scheduling issues
• Proactive and able to work independently, using sound judgement on when to elevate
• Detail-oriented, with a strong commitment to accurate records and data quality
• Confident with IT systems and admin software, and able to learn clinical systems quickly
• Comfortable handling confidential information and following policies and procedures
• Flexible and adaptable to changing service demands