Rota Coordinator

The following are the core responsibilities of the Rota

Coordinator. There may, on occasion, be a requirement to undertake additional

duties, depending on workload, staffing levels and service needs.

In accordance with Practice policies, procedures and guidelines,

the postholder will be responsible for

Clinical Scheduling and Rota Management

Prepare, maintain and update clinical rotas in

accordance with Practice policies and service requirements, ensuring rotas are

produced accurately and up to 8 weeks in advance.

Ensure that all Brownlow Group Practice

clinical rotas are accurately maintained and reflect current staffing

arrangements, to ensure contractable obligations are met.

Process and record annual leave, study leave

and other approved leave requests from clinicians in accordance with Practice

policy, escalating queries or exceptional requests to the Access Lead or

relevant clinical lead where appropriate.

Ensure all leave, workforce changes, job plan

amendments and staff scheduling information are accurately maintained across

clinical rotas and spreadsheets, as well as associated systems, including EMIS,

PACO Connect and TeamNet.

Identify potential rota gaps, staffing

pressures and service risks in advance and escalate these to the Access Lead

where appropriate.

Liaise with clinical leads and service

providers to coordinate rota requirements, capacity planning and room

utilisation.

Arrange clinical sessions with locums, where

required, in accordance with agreed Practice processes and service

requirements.

Manage on-the-day rota changes, including

sickness and emergency leave, taking appropriate action to maintain safe and

effective access services and escalating issues where adequate cover cannot be

secured.

Maintain and update EMIS appointment books and

templates to ensure clinics accurately reflect agreed rotas, staffing

arrangements, job plans and service requirements.

Communicate rota arrangements, staffing

changes, capacity concerns and operational risks to relevant staff and the

Access Lead in a timely manner.

Communication and Relationships

Liaise appropriately with Practice staff, the

Primary Health Care Team, clinical leads, other NHS organisations and external

agencies in relation to rota and scheduling matters.

Communicate sensitively and effectively with

staff and, where appropriate, patients and carers.

Participate in relevant meetings and provide

accurate operational information relating to rota and scheduling matters.

Team Working

Understand and work within the

responsibilities and scope of the Rota Coordinator role.

Work effectively as part of the Rota Team and

wider Practice team, supporting colleagues in a flexible, approachable and

professional manner.

Work collaboratively with the Access Lead and

• other members of the Access Team to support effective service delivery.
• Quality, Governance and Compliance
• Ensure that information entered into Practice
• systems is accurate, timely and appropriately maintained.

Maintain confidentiality and comply with the

requirements of data protection, information governance and Practice policies.

Follow Practice policies and procedures

relating to health and safety, security, confidentiality and service delivery.

Participate in quality improvement activities

relevant to the rota and scheduling function, including identifying

opportunities to improve accuracy, efficiency and effectiveness.

Contribute to investigations, significant

event reviews, complaints processes and other governance activities where

relevant to the role.

Training, Learning and Development

Participate in appraisal, supervision,

mandatory training and other learning and development activities required for

the role.

Maintain and develop knowledge and competence

in the systems and processes required to undertake the role effectively.

Support the induction of new staff, students

and other attached professionals where appropriate.

Provide training and practical support to

colleagues in relation to rota and scheduling processes within the scope of the

role.