Rota and IT Coordinator
Job summary
The successful candidate will have high attention to detail and excellent communication skills combined with the ability to effectively prioritise own workload.
You will be an essential member of the Operations/Admin Team, supporting a range of administrative tasks to ensure that we have the right staff, in the right shifts at the right time. Full training will be provided, along with ongoing support.
To manage and coordinate staff and clinical rotas, room allocations, appointment sessions and related staffing arrangements, ensuring appropriate cover, effective use of Practice resources and safe, well-coordinated service provision.
Main duties of the job
Role Focus
Maintain accurate, safe and effective staff and clinical rota arrangements across the Practice.
Support timely coordination of rooms, sessions, absences, locum cover and trainee placements.
Ensure rota-related risks and changes are communicated and escalated appropriately.
About us
Practice overview
The Grove Medical Centre was built in 1985 to provide facilities for a comprehensive range of primary health care. The Practice is expanding in to the neighbouring building by the end of September 2026 where it has a further 5 clinical consulting rooms. It provides care to approximately 15,500 patients.
There are three partners and a clinical team of salaried GPs, Practice Nurses, Health Care Assistants, as well as allied health professionals. There is an administrative and management team, including an Operations Manager and Reception Manager who support the Practice Manager and partners.
The practice is part of the SASSE 2 PCN, made up of five local GP practices that work together with the aim of improving healthcare for the community and reducing health inequalities.
Job description
Job responsibilities
Rota Management and Coordination
Prepare and maintain staff and clinical rotas using the Rota Master Excel system and other agreed systems.
Create room allocations so that Grove clinicians and supported services have suitable consultation rooms and avoid double bookings.
Check rotas for gaps, clashes and potential service risks before they are finalised.
Submit completed rotas for Partner approval and issue agreed rotas within the required timescales.
Upload and maintain staff rotas and appointment sessions on EMIS.
Make appropriate changes to appointment slots on EMIS when staffing or service requirements change.
Update rotas and EMIS promptly for annual leave, sickness and other absences.
Arrange locum sessions in advance where required to maintain safe and effective service provision.
Respond to rota queries and changes promptly and keep relevant staff informed.
Identify and escalate foreseeable staffing risks, including clinical shortages and red-flag days, to the Practice Manager.
Support the organisation of student and trainee placements, including inductions, timetables and room requirements for trainee doctors, paramedics, nurses and physician associates
Staffing and Service Coordination
Work with the Practice Manager, Partners, clinicians and wider Practice team to maintain effective staffing arrangements.
Monitor staffing requirements and service pressures and raise foreseeable rota risks promptly.
Support the implementation of agreed changes to rotas, appointment sessions and service arrangements.
Maintain accurate and timely rota information across agreed systems.
Communicate rota changes clearly and promptly to relevant staff and clinicians.
IT and Systems Support
Develop a good working knowledge of the Practice IT systems and applications used by reception. Provide day-to-day user support to reception staff and help troubleshoot routine system problems.
Support the use of EMIS, Accurx, telephone systems and other relevant Practice systems.
Use the EVAD telephone system confidently and produce agreed monthly reports for the Practice Manager.
Monitor reception system issues and liaise with external providers when faults affect patient services.
Support the introduction of new systems, applications and services, including staff training and guidance.
Use available data and reports to identify opportunities to improve reception staffing, processes and patient access.
Maintain appropriate awareness of data protection, information governance and secure patient record sharing.
Quality and Continuous Improvement
Promote safe and efficient rota planning and staffing practices.
Identify risks, recurring problems and service pressures arising from staffing and rota arrangements and raise them with the Practice Manager.
Use available data and reports to identify opportunities to improve staffing, processes and patient access.
Contribute to audits, significant event reviews and other quality improvement activities as required.
Manage time, workload and resources effectively and prioritise work according to patient and Practice needs.
Role Focus
Maintain accurate, safe and effective staff and clinical rota arrangements across the Practice.
Support timely coordination of rooms, sessions, absences, locum cover and trainee placements.
Ensure rota-related risks and changes are communicated and escalated appropriately.
Confidentiality and Information Governance
Maintain strict confidentiality at all times when handling patient, staff, clinician and Practice information.
Only share confidential or sensitive information with authorised individuals and in accordance with Practice policies and current requirements.
Handle patient records and information securely, including electronic and paper records.
Report any suspected confidentiality, information governance or data security concerns promptly to the appropriate manager.
Health and Safety
Follow the Practice Health & Safety and infection control policies and encourage the same standards within the relevant team.
Identify and report hazards, risks, accidents and other safety concerns promptly.
Use workplace security and personal safety procedures appropriately.
Keep relevant work areas organised and free from avoidable hazards.
Complete relevant training and apply safe working practices at all times.
Equality, Diversity and Inclusion
Treat patients, carers, colleagues and visitors with dignity, respect and fairness.
Provide a welcoming, non-judgemental service and take account of individual needs and circumstances.
Respect privacy, dignity, beliefs and communication needs.
Follow Practice policies and relevant requirements relating to equality, diversity and inclusion.
Personal and Professional Development
Take responsibility for maintaining and developing the knowledge and skills required for the role.
Participate in Practice training and an annual performance review/appraisal.
Keep up to date with changes that affect the role, patient services, information governance and Practice procedures.
Share relevant learning with colleagues and support colleagues in developing their skills.
Communication
Communicate clearly, respectfully and professionally with patients, carers, colleagues, clinicians, management and external organisations.
Ensure important information is passed to the right people in a timely manner.
Adapt communication to meet individual patient and staff needs, including where alternative communication methods are required.
Handle difficult or sensitive conversations calmly and escalate issues when appropriate.
Contribution to Practice Services
Follow Practice policies, standards, guidance and agreed procedures.
Work with the Practice Manager, Partners, clinicians and wider Practice team to maintain effective services.
Support the implementation of new services, changes to processes and agreed improvement initiatives.
Participate in meetings, audits and other Practice activities appropriate to the role.
Undertake other reasonable duties consistent with the level and responsibilities of the post
Person Specification
Experience
- Knowledge of EMIS, Accurx, Anima and some AI background would be advantageous.
Qualifications
- Educated to GCSE level or equivalent
- A Level or NVQ Administration Level 3 or equivalent experience
Disclosure and Barring Service Check
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.
Employer details
Employer name
The Grove Medical Centre
Address
The Grove
Church Road
Egham
Surrey
TW20 9QN
United Kingdom
Employer's website
https://thegrovemc-egham.nhs.uk/