South Leicestershire Medical Group are looking for a enthusiastic individual to take on the role of rota, education and IT co-ordinator within the partnership. The successful candidate will be working closely with all clinical and non-clinical team throughout the partnership in all of our practices. This exciting position will be a key role within the operational and planning side of the practice.
Rota, Education and IT Co-ordinator
Full time position – 37.5 hours per week
Working hours – 8am-4pm Monday-Friday
Main duties of the job
The post will involve the day to day co-ordinating of South Leicestershire Medical Group’s medical staffing rotas, ensuring a appropriate level of staff and clinical safety is maintained. Liaising with external third parties on clinical students, planning rota’s and creating a seamless transition into the practice for placements. Ensuring that all IT equipment and systems are in a working order for all clinical and non-clinical team members throughout the partnership. Working closely with the partners and senior management team to support the needs of the practice. About us
South Leicestershire Medical Group is a dynamic, progressive, and supportive place to work and are proud of our clinical care and innovation. We currently have a diverse clinical team supported by a progressive administrative structure, caring for a total of 25,000 patients over six sites in the South of Leicestershire, covering Market Harborough, Fleckney and Great Glen. Our benefits package at South Leicestershire Medical Group include: 28 days annual leave (inclusive of bank holidays) pro rata. Increasing with 5 and 10 years continued service. Blue Light Card – Access to more than 15,000 discounts from national retailers Access to training courses for all team members, supporting your development and career aspirations Job responsibilities
Rota The post holder will co-ordinate medical rotas to identify problems and using their own initiative provide and enact solutions to rota issues. This will require liaison with all teams to ensure clinical safety is maintained. The post holder will be expected to monitor future rotas and plan to reduce the number of vacant shifts, maintaining 8 weeks of rotas for smooth running of the practice. Review unexpected absences daily and use own initiative to find and enact solutions to ensure gaps in the rota are mitigated and services are able to provide a safe level of cover, working closely with the assistant practice manager and patient services lead. Arrange cover or cancel clinics due to sickness/annual leave/courses. Contact Doctors directly if any urgent cover required, including face to face/calls/emails/sending group texts. This will involve the use of initiative and judgement to negotiate hours of cover with Clinical staff. Create and change clinical session templates, liaising with other members of the team about room availability. Advise the Senior Management team of any future staffing issues. Establish and maintain effective administrative systems and processes between Clinical Staffing and the Senior Management Team. Education Liaise with Deanery about medical students and trainee Doctors and work with the Practice GP Trainers to fully support ongoing in-house training placements. Organise induction programmes/equipment for GP medical students & GP registrars etc as required. Produce timetable for GP students ensuring the availability and allocation of appropriate support. Liaise with the Deanery to calculate GP trainee holiday entitlements. Notifying the Deanery about any absence of med students etc. as required under our agreement with them. Responsible for all students equipment set up, system and account set up and student enquiries. Room hire Responsible for room hire, ensuring the venue and facilities are clean and organised. Manage all booking for meetings/events and liaising with the clients to determine event requirements. Management of room hire bookings for clinical and non-clinical rooms at all practices. Organisation of room hire availability. IT Deal with any IT issues, PC equipment and software including Systmone and Accrux. Set up all new starter accounts and smartcards and remove any leavers from the system. Attend any IT forum and meetings. Maintaining regular contact with LHIS regarding IT changes and updates. Dealing with any internal IT problems in a timely manner, being the go-to team member for any IT issues or queries. Traveling to different sites if any IT issues arise. Ordering of any IT equipment/organisation of LHIS visits on site to fix IT issues. Liaise with patients on IT issues relating to online services. **This list is not exhaustive** Person Specification
Qualifications
GCSE (or equivalent) grade A to C in English and Maths Experience
Experience in rota planning and management Experience in dealing with minor IT hardware and software issues, before escalating. Ability to influence others and achieve change. Ability to prioritise and meet deadlines. Demonstrate exceptional verbal and written communication skills. Remain calm under pressure. Experience of working in a GP or healthcare setting. Experience or knowledge on how to use Systmone. Good knowledge of IT and Microsoft Office, especially Excel. Knowledge of the requirements of student placements. Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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The post will involve the day to day co-ordinating of South Leicestershire Medical Group’s medical staffing rotas, ensuring a appropriate level of staff and clinical safety is maintained. Liaising with external third parties on clinical students, planning rota’s and creating a seamless transition into the practice for placements. Ensuring that all IT equipment and systems are in a working order for all clinical and non-clinical team members throughout the partnership. Working closely with the partners and senior management team to support the needs of the practice. About us
South Leicestershire Medical Group is a dynamic, progressive, and supportive place to work and are proud of our clinical care and innovation. We currently have a diverse clinical team supported by a progressive administrative structure, caring for a total of 25,000 patients over six sites in the South of Leicestershire, covering Market Harborough, Fleckney and Great Glen. Our benefits package at South Leicestershire Medical Group include: 28 days annual leave (inclusive of bank holidays) pro rata. Increasing with 5 and 10 years continued service. Blue Light Card – Access to more than 15,000 discounts from national retailers Access to training courses for all team members, supporting your development and career aspirations Job responsibilities
Rota The post holder will co-ordinate medical rotas to identify problems and using their own initiative provide and enact solutions to rota issues. This will require liaison with all teams to ensure clinical safety is maintained. The post holder will be expected to monitor future rotas and plan to reduce the number of vacant shifts, maintaining 8 weeks of rotas for smooth running of the practice. Review unexpected absences daily and use own initiative to find and enact solutions to ensure gaps in the rota are mitigated and services are able to provide a safe level of cover, working closely with the assistant practice manager and patient services lead. Arrange cover or cancel clinics due to sickness/annual leave/courses. Contact Doctors directly if any urgent cover required, including face to face/calls/emails/sending group texts. This will involve the use of initiative and judgement to negotiate hours of cover with Clinical staff. Create and change clinical session templates, liaising with other members of the team about room availability. Advise the Senior Management team of any future staffing issues. Establish and maintain effective administrative systems and processes between Clinical Staffing and the Senior Management Team. Education Liaise with Deanery about medical students and trainee Doctors and work with the Practice GP Trainers to fully support ongoing in-house training placements. Organise induction programmes/equipment for GP medical students & GP registrars etc as required. Produce timetable for GP students ensuring the availability and allocation of appropriate support. Liaise with the Deanery to calculate GP trainee holiday entitlements. Notifying the Deanery about any absence of med students etc. as required under our agreement with them. Responsible for all students equipment set up, system and account set up and student enquiries. Room hire Responsible for room hire, ensuring the venue and facilities are clean and organised. Manage all booking for meetings/events and liaising with the clients to determine event requirements. Management of room hire bookings for clinical and non-clinical rooms at all practices. Organisation of room hire availability. IT Deal with any IT issues, PC equipment and software including Systmone and Accrux. Set up all new starter accounts and smartcards and remove any leavers from the system. Attend any IT forum and meetings. Maintaining regular contact with LHIS regarding IT changes and updates. Dealing with any internal IT problems in a timely manner, being the go-to team member for any IT issues or queries. Traveling to different sites if any IT issues arise. Ordering of any IT equipment/organisation of LHIS visits on site to fix IT issues. Liaise with patients on IT issues relating to online services. **This list is not exhaustive** Person Specification
Qualifications
GCSE (or equivalent) grade A to C in English and Maths Experience
Experience in rota planning and management Experience in dealing with minor IT hardware and software issues, before escalating. Ability to influence others and achieve change. Ability to prioritise and meet deadlines. Demonstrate exceptional verbal and written communication skills. Remain calm under pressure. Experience of working in a GP or healthcare setting. Experience or knowledge on how to use Systmone. Good knowledge of IT and Microsoft Office, especially Excel. Knowledge of the requirements of student placements. Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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