Rota Co-ordinator

The Methodist Church in Britain; Kingswood; On-site; GBP 17,000 - 21,000; Part time

Benefits offered by this job

5 weeks annual leave pro rata

Free onsite parking

NHS Pension Scheme

Full training provided

Job summary

Salisbury Medical Practice is seeking a part-time Rota Co-ordinator to build and maintain rotas for GPs, nurses and clinicians, balancing appointment supply with demand and managing room allocation.

In addition to rota duties, you will record annual leave, manage short-term staff absences, and coordinate urgent care sessions. Training is provided; interviews are planned for early November.

Qualifications

• GCSEs or equivalent in Maths and English.
• Experience in a customer service role.
• Ability to work in a busy environment and in a team.

Responsibilities

• Create, apply and monitor rotas for clinical staff and agencies.
• Record and apply annual leave and study leave to maintain capacity.
• Manage short-term absences and rearrange appointments by priority and skill mix.
• Plan urgent care sessions and allocate rooms for clinics and meetings.
• Liaise with administrative team for rota of specialist clinics.
• Produce induction timetables for new staff and students.
• Attend practice meetings and support Senior Leadership Team as needed.
• Apply rotas six weeks in advance and keep core sessions running.

Skills

Microsoft Word

Excel

Verbal & written communication

Organisation

Telephone manner

Education

GCSE Maths (Grade C+)

GCSE English (Grade C+)

Tools

SystmOne

Job description

Salisbury Medical Practice is recruiting a Rota Co-ordinator to build and maintain the rotas for its GPs, nurses and other clinicians. The work centres on balancing appointment supply against demand so patient access stays strong, alongside room allocation and handling staff absence. The post is permanent and part-time at 25 to 30 hours across Monday to Friday, and full training is given to candidates without clinical rota experience. Interviews are planned for early November.

What the job involves

• Create, apply and monitor rotas for all clinical staff and outside agencies, keeping a safe number of staff available for services
• Record clinical annual leave and study leave and apply it so appointment capacity stays safe
• Manage short-term clinical absences by informing staff and patients, and rearrange appointments by priority and skill mix
• Plan and allocate urgent care sessions fairly across clinicians, monitoring and auditing them
• Map slot types to local and national guidelines
• Liaise with the administrative team to rota specialist clinics such as contraception, dermatology and minor surgery, arranging an assistant when required
• Create induction timetables for new staff and medical students
• Allocate rooms for clinics, meetings, 1:1 supervision and ad hoc meetings
• Attend and contribute to practice meetings as requested
• Work with the Senior Leadership Team on changes and issues, and carry out other reasonable duties requested by the Partners or Senior Leadership Team
• Apply rotas at least six weeks in advance and keep core key sessions running, such as duty, sorter, visits and routine clinics
• Match absence requests on the staff hub to the clinical system, notify teams of absence by the start of shift, and inform affected patients within four hours

What’s required

Qualifications

• GCSE Grade C or above in Maths (or equivalent)
• GCSE Grade C or above in English (or equivalent)

Experience

• At least 1 year in a customer service role
• Working independently and within a team in a busy environment
• Telephone call handling

Skills & knowledge

• Confident IT skills, including Microsoft Word and Excel
• Excellent verbal and written communication
• Excellent organisational skills
• Good telephone manner

Checks & eligibility

• Eligible to work in the UK

Other

• Attention to detail, with the ability to multitask and prioritise workload
• Fast learner and open to feedback
• Adaptable to change and flexible about demand
• Calm, professional and caring
• Strong team ethic, working well with staff at all levels and under pressure
• Proactive, self-motivated, friendly and approachable

Nice to have

• Clinical computer systems, specifically SystmOne (TPP)
• Qualifications at A Level standard (or equivalent)
• At least 3 years in a customer service role
• Experience working in an office
• Experience working in a confidential environment
• Experience in a medical environment, including General Practice or primary care
• Complaint handling and dealing with volatile situations
• Rota management experience in a clinical environment

What’s offered

• 5 weeks annual leave, pro rata
• Free onsite parking
• Option to join or continue in the NHS Pension Scheme
• Full training provided