Rota/im&t Administrator

**Job Title**

**Rota/IM&T Administrator**

**Contracted Hours**

30 Hours per week 07.45-13.45 Monday -Friday

**Job Summary**

ROTA administration

To accurately manage the practice EMIS Clinical Rota System for all clinical practice staff, attached staff to allow both staff and patient to book appointments appropriately. Manage compliance and maintain the national GP Appointments Data Dashboard (GPAD) system. Ensure safe working levels are applied.

IM&T administration

To be responsible for IM&T throughout the practice. Assist the Operational Manager to achieve all required Information Governance and Care Quality Commission standards.

**Principal Duties and Responsibilities**

**Rota Administration**
- Manage all aspects of the EMIS clinical appointment system to General Medical Service (GMS) contractual standards. GP’s and registrar’s to be added 6 monthly and nurses 12 monthly in advance
- Book all PLT sessions in advance
- Set up additional clinics at Keswick Community Hospital Co-ordinate ad hoc clinics as directed by Operational/Practice Manager
- Actively manage General Practitioner Appointments Data Dashboard (GPAD) and report any discrepancies to Operational/Practice Manager
- Update all clinical rota templates and remove all expired templates
- Complete comprehensive identification, indemnity and security checks on all new staff to include Locums. For clinical staff ensure Performers list, Indemnity insurance, DBS, references, GMC number/NMC pin number. Check the portals for confirmation
- Book locums approved by management and induct them Provide them with an up to date with locum pack
- Create and maintain Registrar and Student Induction and work plans in consultation with GP Trainer
- Set up all new system users approved by management
- Remove all leavers from the system immediately.
- Perform quarterly data cleanse appointment system check
- Ensure that the room allocation system is updated daily to mirror the appointment system
- Keep accurate records of staff rota changes, so that each member completes their fair share of the workload attention to detail required for the On Call provision
- Record all staff absences and submit the monthly Registrars sickness absence report to HEE
- Manage Lab Links inbox daily to ensure that the “buddies” receive the results of the absent “buddy”
- Attend any meetings requested by Partners and Managers

**IM&T**
- Represent the practice at Digital Implementer meetings
- Maintain all practice IT system upgrades and security as directed by management/IT department
- Smartcard responsibilities to include unlocking smartcards and performing quarterly checks on all user access and ensure all leavers are removed, report any data breaches
- Provide training on all clinical and administrative computer software systems.
- Maintain equipment log to ensure that all equipment is readily identifiable.
- Return all obsolete equipment back to IT department
- Deputy administrator for the practice website, facebook and envisage coda when required.
- To investigate and resolve problems in the day to day use of computers, printers and other IT related equipment and make contact with the appropriate help desk to rectify problems if required. Maintain the action log on Teamnet
- To assist in the installation and configuration of hardware and software
- Coordinate repairs, renewals, calibration and installation of all medical equipment within the practice
- First point of contact regarding telephony issues liaising with contract provider and informing them of practice closure dates for Bank Holidays, PLT and any other closure
- Assist with any queries on a daily basis relating to EMIS web.
- Ensure that Data Security, confidentiality and housekeeping of all IT systems exists throughout and report any breaches to Operational/Practice Manager
- Set up users in Accurx, IGPR, INR Star, ICE, Advice and Guidance, IPlato and any other systems that may be required.
- Keep all Bluestream mandatory training up to date

**Data Protection**
- Work with the Operational Manager to ensure the Data Protection Toolkit and supporting policies are kept up to date. Check that all staff have completed all required training. Report any discrepancies prior to annual submission in June
- Action immediately any un authorized access or breach of confidentiality to management
- Ensure all relevant checks are complete and agreed by Operational/Practice Manager before granting any access to computer systems. Only allow role specific access unless otherwise instructed by management

**Confidentiality**:

- In the course of 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 informati