Rota Administrator

Job Description: Rota Administrator

**Job Title**

Rota Administrator

**Salary**

TSP Grade 3

**Responsible to**

Deputy Operations Manager (Governance)

**Accountable to**

Operations Manager

Executive Partner

**This Job Description is correct as of Jan 2023**

Author(s) - JA/NC Version 1

**Job Summary**:
This purpose of this role is to provide support to the Deputy Operations Manager and clinicians, both internal and external for their clinical appointment templates and rota related issues and enquiries.

The role holder will have an eye for detail with excellent problem-solving skills. The role holder will assist in maintaining the master rota using the OMNI rota software and timetabling for all clinicians consulting from The Swan Practice. They will transfer the rotas from OMNI into the EMIS clinical system for regular clinics, external contracts and visiting clinicians.

The role holder will assist in maintaining a rolling rota system using both OMNI Rota and EMIS Web.

The role holder will be responsible for assigning rooms to all clinicians in advance as the rotas are created, as well as making adjustments to this when there are changes, across all three sites.

The role holder will update the OMNI and EMIS systems with room allocations.

**Key Tasks**:
To work closely with the Deputy Operations Manager regarding all aspects of, and to maintain the rota for clinicians across the EMIS and OMNI rota systems.

To assist in providing information to appropriate staff based on the rota and appointment system and to help resolve issues relevant to the efficient running of the practice.

To assist in producing a list of cancelled or changed clinics to evidence changes and to ensure all other relevant teams are aware.

To maintain the room rotas for all the clinicians across all three sites and report to the Deputy Operations Manager when sites are overbooked and make suggestions as to how to resolve these issues.

**Responsibilities**:
To assist in maintaining and liaise any updates/changes with OMNI rota administration

Ensuring all clinical templates are added to the appointment planner in EMIS as far ahead as possible on a rolling basis. As well as data entry of supporting information for rotas and templates

To assist in ensuring all changes to the rota are conveyed to relevant staff in a timely and efficient manner, reporting this to the Deputy Operations Manager where relevant, who will then discuss relevant problems with list cover, sickness, training needs, on-call cover etc, with the relevant managers.

Deal with a variety of enquiries on behalf of staff using initiative to deal with these enquiries as appropriate taking messages and follow through as required.

Verifying rota information in line with teaching, training sessions, planned closures and service requirements, cross-referencing to ensure that data is complete and reflects accurately from OMNI Rota to EMIS prior to publication and circulation.

Maintain the room allocations spreadsheet and ensure that each site has sufficient room availability as per the OMNI rota. Advise all staff of their working room by updating the EMIS and OMNI clinical systems.

Provide administrative support to the Senior Management Team as required.

**This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the partners or the senior management.**

**General responsibilities for all staff**

The post holder is expected to.
- Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies.
- Attend mandatory training as identified by the practice
- Highlight potential development areas.

**Confidentiality**:
The post holder must maintain the confidentiality of information about patients’ staff and practice business in accordance with the Data Protection Act 1998 and Caldecott principles.
- While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

**Health & Safety**:
Employees must b