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Rota Administrator
4 months ago
Come and join our friendly Clinical Team to work at our fantastic medical centre and enjoy General Practice.
We are looking for an enthusiastic Rota Administrator to join our expanding admin team and assist our systems manager with the organisation of the staff rotas and holiday requests.
**Main duties of the job**
The post holder is responsible for the efficient and effective operation of the clinical scheduling and appointments systems, including responding to requests for leave from clinical and non-clinical colleagues, preparation and organisation of the rotas, loading appointment schedules and dealing with requests for changes.
The Rota Administrator will work alongside our Systems manager to ensure that tasks are carried out to the required deadlines. A positive and flexible approach is required when responding to requests and dealing with queries.
The post holder will need to organise their workload and manage their time effectively to ensure that all tasks are completed within the required timescales.
**About us**
We are an award winning, large practice with GP registrars and medical students, as well as in house teaching. We are a single practice PCN and have a team of first contact physiotherapists, pharmacists and dietitians too, as well as an award winning team of mental health workers. You would be working across our sites which are all within 15 minutes drive of each other around Watford and all use the same EMIS IT system. Our main surgery site in Bushey is a brand new purpose built medical centre.
Easy access from Hertfordshire or North London
- 5 mins from Junction 5 of the M1.
**Job description**
Following Practice policies, protocols and guidelines, duties will include:
Administer record and respond to requests for leave from all staff including clinical and non-clinical staff, within practice policy
Maintain accurate and up-to-date records for annual leave and maternity leave for all members of staff
Generate weekly rotas for the reception and admin teams at all the practice sites ensuring all holiday and vacant shifts are covered where possible
Distribute the weekly rotas to all sites in a timely manner
Liaise with practice manager and clinical leads where necessary to address any staff shortages or shifts that are not covered
Ensure a clear understanding of EMIS web
Contact locums to arrange sessions, ensuring this is done in advance so that practice needs are met
Enter appointment schedules on to EMIS for all attenborough sites in good time ensuring any capacity issues are highlighted to the care coordinator.
Ensure that the appropriate numbers of telephone and same-day appointments are reserved for on the day access
Amend the rotas and appointments as requested
Any other duty required to support the effective operation of these systems.
Ensure that any data entered into the computer is done accurately.
Understand and follow the requirements of confidentiality (including the Data Protection Act) and the Freedom of Information Act and refer on any queries as appropriate.
Follow Practice policies, including Health and Safety, Security and Confidentiality.
**Person Specification**
**Knowledge, training and experience**
**Essential**
- An education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications.
- Evidence of excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
- Previous experience that demonstrates good attention to detail.
- An excellent standard of grammar and spelling in the English language
**Desirable**
- Experience of working in a healthcare setting.
- Experience of working with EMIS Web
- Training or qualifications in administration, IT or other related areas.
- Experience of dealing with the general public, preferably in a healthcare environment.
**Personal skills and abilities**
**Essential**
- A friendly and approachable manner, with good people skills, showing understanding, care and assertiveness when appropriate.
- The ability to work independently and use initiative.
- The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales.
- The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing.
- The ability to manage conflict calmly and positively and adhere to procedures under pressure.
- A conscientious approach and commitment to working in an adaptable and flexible manner.
- The ability to work effectively when busy and multi-task when required.
- The ability to work positively as a member of a busy team.
- The ability to give good and regular attendance.
**Salary**: Competitive salary dependant on experience starting from 22,000 per annum FTE
**Disclosure and Barring Service Check**
**Job Types**: Full-time, Permanent
**Salary**: From £22,000.00 per year
**Benefits**:
- Company events
- Company pension
- Cycle to work scheme
- Flexi
