Job Description

About us

EBPC is a well-respected enabler of high-quality NHS services. Established in 1997 as an out of hours GP service, we have now grown significantly and deliver a full range of services, 24/7, to support 111, Primary Care Networks, Integrated Care Systems, Acute and Community NHS Trusts. We are incredibly excited to now be embarking on the next stage of our development as we move into an ever-expanding digital space, running alongside our core business.

Job Summary

To oversee and lead daily operations of rota fill and management, aiming for maximum efficiency and cost-effectiveness. You will also ensure that technology is utilized and that staff are well-organized and productive.

An excellent Rota Administration Lead must be an organised, reliable and a results-driven professional. They must have a practical mind to solve problems on the spot partnered with an ability to see the "big picture" and make improvements. As a leader, you must also have excellent customer service, management and communication skills.

Duties and responsibilities:

Rota Management & Administration:

Oversee the accurate and timely completion of all clinical rotas, ensuring stipulated cover is achieved and administration deadlines are met. Compile, finalise, and issue rotas for each area in line with company protocols, using Rota Master, and proactively organise cover for the CAS/OOH rota, including handling all queries, allocations, annual leave updates, and changes efficiently. Manage CQC compliance support and evidence recording.
Team Leadership & Performance:

Provide leadership, mentoring, and guidance to the rota team and wider EBPC staff, including developing action plans for improvement when required. Monitor individual and departmental performance and productivity, promoting the strategy of EBPC in conjunction with the Operations team.
Relationships & Communication:

Foster strong working relationships with all EBPC operational and clinical staff, as well as external partners such as GP practice managers, PCNs, local 111 services, and directory of services teams. Demonstrate strong and effective communication skills, treating sensitive or contentious information appropriately.
Policy, Projects & Compliance:

Support the production, review, and implementation of Standard Operating Procedures and policies in collaboration with the operations team. Engage in and support project delivery and liaise with system suppliers and other providers as required.
Continuous Improvement & Initiative:

Identify and troubleshoot issues within rota and service delivery, taking initiative to resolve or escalate as appropriate. Identify opportunities for cost savings and improvements to standards, making recommendations as needed. Maintain personal development and competency, and work flexibly and anonymously as required.

Other Requirements:

Ability to work in a fasted paced environment with priorities changing frequently.

Value diversity in the workplace.

Positively represent the Operations team and EBPC at all times.

High standards must be maintained in all dealings with managers, doctors, nurses, staff and non EBPC personnel to ensure that a professional image of EBPC is preserved at all times.

You are required to adopt a flexible approach.

You are required to deal with any real or potential safety hazards. Where doubt exists, the On Call Duty Manager is to be informed.

You are required to maintain a mutually supportive working relationship with all EBPC staff.

EBPC maintains a no smoking policy on premises and grounds.

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 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:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge and skills.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.

Work effectively with individuals in other agencies to meet patients needs.

Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognize people's needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect own work.

Participate in audit where appropriate.

General Data Protection Regulation (GDPR)

All members of staff are bound by the requirements of the General Data Protection Regulation 2018 and any breaches of the Act or of the confidential nature of the work of this post could lead to dismissal.

Continuous Improvement & Initiative:

Identify and troubleshoot issues within rota and service delivery, taking initiative to resolve or escalate as appropriate. Identify opportunities for cost savings and improvements to standards, making recommendations as needed. Maintain personal development and competency, and work flexibly and anonymously as required.

Other Requirements:

Ability to work in a fasted paced environment with priorities changing frequently.

Value diversity in the workplace.

Positively represent the Operations team and EBPC at all times.

High standards must be maintained in all dealings with managers, doctors, nurses, staff and non EBPC personnel to ensure that a professional image of EBPC is preserved at all times.

You are required to adopt a flexible approach.

You are required to deal with any real or potential safety hazards. Where doubt exists, the On Call Duty Manager is to be informed.

You are required to maintain a mutually supportive working relationship with all EBPC staff.

EBPC maintains a no smoking policy on premises and grounds.

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 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:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge and skills.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Job Type: Full-time

Pay: 30,000.00-35,000.00 per year

Benefits:

Free parking On-site parking Sick pay Store discount
Work Location: In person