Admin & Rota Co-ordinator

3 months ago


Leeds, United Kingdom Leeds GP Confederation Full time

**TITLE**: Admin & Rota Co-ordinator

**DEPARTMENT** Operational Delivery Team

**LOCATION**: Stockdale House, Victoria Road, Leeds LS6 1PF

**HOURS OF WORK**:Full time - 37.5

**NATURE OF CONTRACT**: Permanent

**ACCOUNTABLE TO**: Operational Team Leader

**ROLE SUMMARY**

This is a fantastic opportunity to be part of an innovative team delivering a range of primary care services for the population of Leeds. As an integral part of the operational team you will be working with internal and external stakeholders on the rota co-ordination of services as well as providing admin support to dedicated workstreams.

The Administrator & Rota Coordinator will provide administrative and rota coordination support to the operational team in the delivery of access focused services to the patients of Leeds.

The Administrator & Rota Coordinator will support the delivery of patient services by ensuring the smooth and efficient running of all administrative and business support processes including resourcing and rota management, and the management of stock and hub facilities.

The Administrator & Rota Coordinator will act as a central point of contact between the Operations Team and access services workers; ensuring good communication with and a high level of responsiveness to those who contact the office of the Operations Team.

The post holder will be a key member of the operational team; playing an active part in the delivery of services.

**KEY WORKING RELATIONSHIPS**

**Internal**
- All members of the Operational Management and Delivery Teams
- Clinical Leadership team

**External**
- All hub workers

**MAIN DUTIES**

**Project Management**

The Admin & Rota Co-ordinator will:

- Liaise with the appropriate staff on a regular basis to facilitate the smooth and efficient running of rotas.
- Ensure rotas are circulated to key staff within a timely manner, with changes to any published rota being effectively communicated to these staff.
- Ensure rotas are maintained accurately and consistently up to date.
- Collect leave requests in a timely manner to enable rotas to be created and released on time.
- Develop and maintain Standard Operating Procedures for all aspect of work.
- Identify gaps in rotas where cover is provided and arrange cover or cancel and rearrange patient appointments as required working in conjunction with the operational team.
- To act as an initial point of contact for all rota queries.
- To be responsible for the day to day delivery of Business administration support of all aspects of the work undertaken by the GP Confederation Operational Management Team.
- To provide a high-quality service ensuring effective communication when dealing with confidential and sensitive information.
- To take a proactive approach in providing day to day support to business operations.
- To be responsible for ensuring all specified tasks from within an agreed area are completed within the agreed timeframe.
- Provide efficient and effective administrative support to Operational and Governance Meetings, including support to the management team with development and timely circulation of agendas, papers, action logs and accurate minute taking.
- Works with Team Members and colleagues to continually improve the quality of services within the overall organisational governance frameworks and corporate objectives.
- In agreement with their line manager carries out such other duties as may be reasonably expected in accordance with the grade of the post.
- Build and maintain professional working relationships with stakeholders.
- Excellent written and verbal communication skills
- Strong organisational abilities, capable of planning and prioritising effectively.
- Ability to work well under pressure and execute tasks to a high standard, whilst supporting peers.
- Good questioning skills to enable issues/problems to be identified and resolved.
- Awareness and experience of working with and respecting confidential material.

**GENERAL DUTIES**
- **Confidentiality**_

During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly that relating to patients and staff.

The post holder must be compliant with the principles of GDPR at all times.

You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of Leeds GP Confederation, unless expressly authorised to do so by Leeds GP Confederation.
- **Equal Opportunities**_

You are at all times required to carry out your responsibilities with due regard to the Leeds GP Confederation’s Equal Opportunities Policy and to ensure that staff receive equal treatment throughout their employment with Leeds GP Confederation.

**Conflict of Interests**

You are not precluded from accepting employment outside your normal working hours. However such other employment must not in any way hinder or conflict with the inter



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