Rota/ Appointment Co-Ordinator


Company:	NHS Jobs
Salary:	Negotiable
Hours:	Full-time
Location:	Washington, NE38 7NQ
Job type:	Permanent
Posting date:	14 Sept 2026
Closing date:	25 Sept 2026

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Summary

Staff Rota Management Take overall responsibility for the preparation, maintenance and management of staff rotas. Maintain accurate rotas for GPs, Advanced Practitioners, Practice Nurses, Health Care Assistants and other relevant clinical and administrative staff. Ensure rotas are prepared within agreed timescales and reflect contracted working arrangements. Monitor rotas regularly to identify gaps, clashes or potential staffing issues. Liaise with clinicians and staff regarding their planned working patterns and availability. Ensure changes to rotas are accurately recorded and communicated to relevant teams. Maintain an organised and up-to-date record of all rota changes. Monitor whether staff are working in accordance with their allocated rota, sessions and agreed roles. Identify and record occasions where allocated rota arrangements are not being followed. Liaise with the relevant staff member where appropriate to clarify any discrepancies. Escalate repeated or significant instances of rota non-compliance to the Practice Manager / Management Team. Annual Leave & Absence Management Receive and co-ordinate annual leave requests in accordance with practice procedures. Check annual leave requests against staffing requirements and existing leave before forwarding for approval where required. Maintain an accurate annual leave record for all relevant staff. Monitor planned absences and identify potential gaps in staffing at an early stage. Liaise with staff and management regarding planned and unexpected absences. Ensure rota changes resulting from leave or absence are accurately recorded. Support the management team in maintaining safe and appropriate staffing levels. Organising Staff Cover Identify rota gaps and arrange appropriate cover where required. Liaise with clinicians, practice staff, locums and relevant external contacts to source cover. Maintain a record of cover arrangements and associated changes. Ensure cover arrangements are communicated promptly to reception, clinical and administrative teams. Escalate any significant or unresolved staffing gaps to the Practice Manager / Management Team. Monitor short-notice cancellations and changes and take appropriate action to minimise disruption to services. GP Appointment Session Management Manage and maintain GP appointment sessions using EMIS in line with agreed practice requirements. Ensure clinical sessions are available and correctly configured for booking. Liaise with GPs and the Practice Manager regarding changes to clinical availability. Add, amend or remove sessions as required. Ensure appointment availability reflects the agreed staffing and clinical service requirements. Monitor appointment sessions to identify errors, gaps or inappropriate availability. Ensure changes to sessions are accurately reflected within EMIS. Support the practice in maximising appropriate appointment capacity. Slot Mapping & EMIS Management Use EMIS clinical system to manage and maintain appointment templates and slot mapping. Ensure appointment slots are correctly mapped to the appropriate clinician, appointment type and service. Make amendments to slot mapping when services, clinicians or appointment requirements change. Identify and rectify mapping errors promptly. Work with the Practice Manager and clinical teams to ensure appointment templates meet operational requirements. Ensure changes are accurately recorded and communicated to relevant staff. Maintain a good working knowledge of EMIS functionality relevant to rota and appointment management. Room Booking & Management Co-ordinate room bookings for clinical and other practice services. Ensure rooms are appropriately allocated according to clinician requirements and service needs. Monitor room availability and identify potential clashes. Liaise with clinical and administrative teams regarding room requirements. Make changes to room bookings when sessions or staffing arrangements change. Support effective use of practice rooms and available clinical space. Rota Monitoring & Compliance Regularly review rotas against actual working arrangements. Monitor whether clinicians and staff are undertaking the sessions and roles allocated to them. Identify discrepancies between the published rota and actual attendance/working arrangements. Follow up unexplained discrepancies with the relevant staff member or team. Maintain appropriate records of identified rota discrepancies. Escalate recurring or significant issues to the Practice Manager / Management Team. Highlight patterns which may impact staffing levels, patient access or service delivery. Work proactively with the Management Team to address recurring rota issues. Any other work deemed appropriate at the direction of the Practice Manager / Senior Partners Undertake any other reasonable duties, tasks or projects that are appropriate to the role and support the effective day-to-day operation of Galleries Medical Practice. This may include supporting the Practice Manager and Senior Partners with practice development, service improvement, staff coordination, administrative processes, audits, data collection, implementation of new systems or procedures, preparation for inspections or reviews, and other operational priorities as they arise. The post holder may also be required to provide additional support during periods of increased workload, staff absence or changing practice requirements, ensuring that priorities are addressed effectively and that the practice continues to provide a safe, efficient and high-quality service to patients. Any additional duties will be reasonable and appropriate to the post holder's skills, experience and level of responsibility, and will be discussed with the Practice Manager or Senior Partners where necessary.

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