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.