Clinical Rotas Administrator
Job summary
Join Our Team
Harvey Group Practice is a busy, forward-thinking GP practice caring for over 14,000 patients across two sites in St Albans. We are looking for an organised, proactive and detail-oriented Clinical Rotas Administrator to coordinate and maintain our clinical rotas within EMIS Web.
This is an exciting opportunity for someone who enjoys planning, problem-solving and working closely with clinical and management teams to ensure the smooth running of our appointment system.
Main duties of the job
Working closely with the Practice Manager, Deputy Practice Manager and Operations Manager, you will be responsible for creating, maintaining and optimising clinician rotas within EMIS Web. Your work will help ensure patients have timely access to appointments while supporting clinicians with efficient and well-organised schedules.
Key Responsibilities
- Create, maintain and update GP, nursing and wider clinical rotas within EMIS Web.
- Build appointment books in line with agreed clinical templates and service requirements.
- Coordinate annual leave, study leave, sickness and other planned absences within the rota.
- Make timely adjustments to appointment books to reflect staffing changes.
- Ensure clinics are configured correctly for face-to-face, telephone, home visit and triage sessions.
- Work alongside the management team to maximise appointment capacity while maintaining safe staffing levels.
- Liaise with clinicians regarding availability, clinic preferences and session changes.
- Monitor future rota gaps and proactively identify potential staffing issues.
- Support the booking and coordination of locum clinicians where required.
- Support the operations manager with producing rota reports and provide administrative support for workforce planning.
- Ensure appointment books comply with practice policies, contractual requirements and service specifications.
- Maintain accurate records and communicate rota changes promptly to the wider team.
About us
Harvey Group Practice is a progressive, patient-focused GP practice serving over 14,000 patients across our two sites in St Albans. We are committed to delivering high-quality, compassionate healthcare while continually looking for innovative ways to improve the services we provide to our local community.
We believe our people are our greatest asset. Our friendly, supportive and collaborative team includes GPs, nurses, healthcare assistants, pharmacists, administrators, reception staff and managers who work together with a shared commitment to providing excellent patient care. We pride ourselves on creating an inclusive working environment where everyone's contribution is valued, new ideas are welcomed and professional development is actively encouraged.
As a practice, we are continually evolving. We embrace technology, invest in our workforce and are committed to developing new services that improve both patient access and staff experience.
Friendly, welcoming and supportive team culture.
Opportunity to make a real difference to patient care.
Ongoing training and career development opportunities.
Varied and rewarding role with no two days the same.
NHS Pension Scheme (where applicable).
Employee Assistance Programme providing confidential health and wellbeing support.
Modern, forward-thinking practice committed to continuous improvement.
Regular staff engagement events and recognition of achievements.
Job description
Job responsibilities
Clinical Rotas Administrator
Location: Harvey Group Practice, St Albans (Harvey House) Hours: Part-time up 20-25 hours Salary: Dependent on experience
Join Our Team
Harvey Group Practice is a busy, forward-thinking GP practice caring for over 14,000 patients across two sites in St Albans. We are looking for an organised, proactive and detail-oriented Clinical Rotas Administrator to coordinate and maintain our clinical rotas within EMIS Web.
This is an exciting opportunity for someone who enjoys planning, problem-solving and working closely with clinical and management teams to ensure the smooth running of our appointment system.
The Role
Working closely with the Practice Manager, Deputy Practice Manager and Operations Manager, you will be responsible for creating, maintaining and optimising clinician rotas within EMIS Web. Your work will help ensure patients have timely access to appointments while supporting clinicians with efficient and well-organised schedules.
Key Responsibilities
- Create, maintain and update GP, nursing and wider clinical rotas within EMIS Web.
- Build appointment books in line with agreed clinical templates and service requirements.
- Coordinate annual leave, study leave, sickness and other planned absences within the rota.
- Make timely adjustments to appointment books to reflect staffing changes.
- Ensure clinics are configured correctly for face-to-face, telephone, home visit and triage sessions.
- Work alongside the management team to maximise appointment capacity while maintaining safe staffing levels.
- Liaise with clinicians regarding availability, clinic preferences and session changes.
- Monitor future rota gaps and proactively identify potential staffing issues.
- Support the booking and coordination of locum clinicians where required.
- Support the operations manager with producing rota reports and provide administrative support for workforce planning.
- Ensure appointment books comply with practice policies, contractual requirements and service specifications.
- Maintain accurate records and communicate rota changes promptly to the wider team.
About You
We are looking for someone who is:
- Highly organised with exceptional attention to detail.
- Able to manage multiple priorities and deadlines.
- Confident using IT systems and databases.
- An excellent communicator with strong interpersonal skills.
- Able to work independently whilst collaborating effectively with colleagues.
- Calm under pressure and able to adapt to changing priorities.
- Committed to delivering excellent patient services through effective administrative support.
Desirable Experience
- Experience working within General Practice or Primary Care.
- Experience using EMIS Web (preferred).
- Previous rota planning or workforce scheduling experience.
- Knowledge of GP appointment systems and clinical templates.
- Understanding of NHS primary care services.
What We Offer
- A supportive and friendly team environment.
- Opportunities for training and professional development.
- NHS Pension Scheme.
- Flexible working patterns
- The opportunity to play a key role in improving patient access and supporting our clinical teams.
- A varied and rewarding role where no two days are the same.
If you are highly organised, enjoy coordinating people and schedules, and want to make a real difference to the running of a busy GP practice, we would love to hear from you.
Person Specification
Experience
- The candidate must:
- Experience of working in primary care
- Experience of working in a GP practice
- Experience using EMIS web and clinical rotas
Employer details
Employer name
Harvey Group Practice
Address
13-15 Russell Avenue
St Albans
Herts
AL3 5HB
United Kingdom
Employer's website
https://www.harveygrouppractice.co.uk/