Rota Lead

Reports to Practice Manager and

Compliance Manager Accountable to

The Partners Role Summary The Rota Lead plays a central role in coordinating clinical rotas, supporting practice operations, and ensuring clinics run efficiently across the organisation. Acting as the main point of contact for rota management and clinic coordination, the postholder will work closely with clinical and operational teams to support safe, effective, and patient-focused services. The role combines workforce coordination, operational support, communication, and compliance responsibilities. The Rota Lead will help maintain high standards across governance, patient experience, and service delivery while supporting continuous improvement throughout the practice. Key Responsibilities Clinical Rotas and Clinic Coordination Develop and maintain forward-planned clinical rotas for acute and routine teams. Ensure clinics are created, updated, and managed accurately within clinical systems. Monitor rota capacity, identify gaps or risks, and escalate concerns appropriately. Coordinate locum cover and support continuity of service delivery. Support operational changes and service initiatives, including enhanced access and infection control arrangements. Coordinate nursing and QOF-related clinics to support patient care and contractual requirements. Create and maintain clear rota procedures and standard operating processes (SOPs). Ensure consistency of clinic setup and patient experience across all practice sites. Team Support and Operational Leadership Provide day-to-day support to clinical and administrative teams. Promote a positive, collaborative, and solution-focused working environment. Support staff understanding of practice policies, procedures, and operational processes. Assist with induction, training, and onboarding of new team members. Contribute to appraisals, return-to-work meetings, and general people management administration. Support implementation of new initiatives, systems, and operational improvements. Encourage continuous improvement and help identify opportunities to enhance workflows and services. Leave and Workforce Coordination Manage annual leave requests for clinical staff alongside the Rota GP and management team. Update rotas and clinic schedules in response to leave or sickness absence. Act as a point of contact for clinical absenteeism reporting. Monitor staffing levels and attendance trends, escalating concerns where appropriate. Governance, Compliance and Quality Support the practice in meeting regulatory and contractual requirements, including CQC standards, QOF, enhanced services, CQRS, and Open Exeter reporting. Maintain awareness of health and safety, information governance, and employment requirements relevant to the role. Contribute to practice audits, inspections, and quality improvement initiatives. Support the ongoing development and review of practice protocols and procedures. Help ensure systems and processes remain safe, effective, and compliant. Administration and

Records Management Responsibilities may include

Managing registration workflows and patient record requests. Processing address changes and administrative amendments. Coordinating induction information for clinicians. Managing key operational records and reports, including CHIS reports and PAT testing schedules. Completing weekly compliance checks and maintaining accurate records. Supporting workflow management and practice administration as required. Communications and Engagement Maintain and update practice communications channels, including the website, intranet, waiting room information, and patient newsletters. Support internal communications and operational updates for staff. Coordinate and schedule social media and patient engagement content. Act as a communication link between operational management and practice teams. Promote a positive patient experience across all areas of service delivery. Personal Development Participate in annual appraisal and ongoing professional development. Maintain up-to-date knowledge of NHS and primary care developments. Attend relevant meetings, training sessions, and external events. Contribute to audits and service improvement work. Additional Information Confidentiality The postholder will have access to confidential patient, staff, and business information and must maintain strict confidentiality at all times in line with practice policies, GDPR, and information governance requirements. Equality, Diversity and Inclusion The practice is committed to creating an inclusive working environment that promotes equality of opportunity and values diversity. Health and Safety All staff are responsible for maintaining a safe working environment and complying with health and safety policies and procedures. DBS Requirement This role is subject to a DBS check in line with the Rehabilitation of Offenders Act 1974. Flexibility Statement This role profile is intended to outline the main duties and responsibilities of the post. Duties may change over time in line with service needs and organisational priorities.