Rota Administrator
Job Description
Job summary
We are seeking a highly organised and detail-oriented Rota Administrator to join our team at Merchiston Surgery. The successful candidate will be responsible for managing and coordinating the rotas for our medical and administrative staff, ensuring smooth and efficient operations within the surgery.
** If the successful applicant is a patient registered at Merchiston surgery, for confidentility reasons, they will be asked to register with a different surgery**
Main duties of the job
Key Responsibilities:
Create, maintain, and update staff rotas, ensuring adequate coverage for all shifts and roles.
Setting up master appointment templates for each clinician on SystmOne
Setting up admin staff rotas using Practice Index
Publishing rotas within a set timeframe
Identify periods in advance when staffing levels do not meet the pre-determined levels, discuss solutions with management
Implement authorised changes to rotas
Allocate time for training, meetings and trainee supervision
Help to manage short notice, unexpected absence changes
Address and resolve any rota conflicts or discrepancies promptly
Liaise with staff to confirm availability, manage shift swaps, and address any rota-related queries or issues.
Maintain thorough working knowledge of the system and the impact / consequences of data quality at a local and national level.
Ensure rotas comply with relevant regulations and guidelines, including working time directives.
Accurately input and manage rota data in the scheduling system adhering to good housekeeping processes
Correct and manage slot types where appropriate
Ensure staff cover and changes are communicated in a timely manner and accurately
Managing cover for test results in line with local processes
Additional areas of responsibility:
Ordering consumables
Supporting new IT initiatives to improve patient access and care
About us
Hawthorn & Merchiston PCN supports two practices. The Merchiston practice was established around 1860 in the village of Stratton-St-Margaret. Until the 1950s, Stratton was a small farming community and it still retains its separate identity, despite now being a suburb of Swindon. The Partnership moved from the original Doctors house into new purpose-built premises in 1992.
Merchiston Surgery is the larger Practice with a raw patient list of 13,500 (13,700 weighted list)
We are a teaching practice with 2 Education Supervisors, 1 Clinical Supervisor, supporting 3 Trainee GPs. Rated excellent by the Swindon GP QA Panel for our trainee placement.
Hawthorn Medical Centre has 13000 patients in Swindon, and was this year rated "Good" by CQC. We are a successful training practice with previous trainees staying with us.
We are a friendly, supportive and hardworking team; reflected by our shared values of caring for each other and our patients. We are committed to providing the highest quality of care for our patients and ensuring that our staff feel valued and motivated. There is a strong team ethos across the practice and have a friendly and relaxed working environment.
The Practices are supported by several ARRS roles employed by Hawthorn & Merchiston PCN:
Clinical Pharmacists
Pharmacy Technicians
First Contact Physiotherapists
Shared Care Home nurses
Repeat Prescription Administrators
Job responsibilities
Key Responsibilities:
Create, maintain, and update staff rotas, ensuring adequate coverage for all shifts and roles.
Setting up master appointment templates for each clinician on SystmOne
Setting up admin staff rotas using Practice Index
Publishing rotas within a set timeframe
Identify periods in advance when staffing levels do not meet the pre-determined levels, discuss solutions with management
Implement authorised changes to rotas
Allocate time for training, meetings and trainee supervision
Help to manage short notice, unexpected absence changes
- Address and resolve any rota conflicts or discrepancies promptly
- Liaise with staff to confirm availability, manage shift swaps, and address any rota-related queries or issues.
Maintain thorough working knowledge of the system and the impact / consequences of data quality at a local and national level.
- Ensure rotas comply with relevant regulations and guidelines, including working time directives.
Accurately input and manage rota data in the scheduling system adhering to good housekeeping processes
- Correct and manage slot types where appropriate
- Ensure staff cover and changes are communicated in a timely manner and accurately
- Managing cover for test results in line with local processes
Additional areas of responsibility:
Ordering consumables
Supporting new IT initiatives to improve patient access and care
Other Responsibilities:
Maintain high standards of communication and professionalism, recognising the need for alternative methods of communication.
Ensure all records are kept up to date and accurate in a timely manner.
Ensure all complaints, comments and suggestions are dealt with in accordance with local policies and procedures.
Work independently, monitoring workload and seeking support from senior staff when required.
Demonstrate a flexible and adaptable attitude.
Maintain strict patient confidentiality.
Support the training of colleagues and new staff in your area.
Be proficient in managing records via SystmOne.
The above list of duties is not exhaustive and may be subject to change as deemed necessary.
Person Specification
Qualifications
Essential
- GCSE grade A to C in Maths & English
- IT literate to include Microsoft Word, Excel and Outlook
Desirable
- Further education in HealthCare
Experience
Essential
- Experience in dealing with complex data and accuracy
Desirable
- Experience with scheduling
- Experience in using SystmOne
Employer details
Employer name
Merchiston Surgery
Address
Merchiston Surgery
Highworth Road
Swindon
Wiltshire
SN3 4BF
