The primary purpose of this role is to support the practice's rota administration and clinical systems, ensuring that clinical appointment templates, rota schedules, system access and reporting run smoothly and accurately.
The role holder will maintain the master rota using OMNI Rota and transfer rota information into EMIS for regular clinics, external contracts and visiting clinicians. Clinical rooms will be assigned in advance, and adjustments will be made as necessary to ensure appropriate clinical cover across all sites.
The role holder will also support the practice's clinical systems including maintaining user access for starters and leavers, running searches and reports, and supporting day-to-day use of EMIS and related clinical software.
Job Responsibilities
Clinical Systems and Accounts
- Maintain user access for new starters and leavers across core clinical systems (e.g., EMIS, NHSmail, Accurx, Smartcards, Anima) under the direction of the Interim Clinical Services Manager.
- Update and maintain user permissions, passwords, and Smartcard sponsorship records.
- Support EMIS configuration tasks and run routine searches and reports as requested.
- Monitor system alerts and task queues (e.g., pathology reassignments) and escalate where necessary.
- Support Opel data reporting and other routine clinical system reporting tasks as required.
Rota Administration
- Maintain the master rota using OMNI Rota and transfer rota information into EMIS for clinics, external contracts and visiting clinicians.
- Create and update clinical appointment templates in EMIS on a rolling basis.
- Allocate rooms in advance and update room allocation spreadsheets for all sites.
- Produce lists of cancelled or changed clinics and ensure relevant teams are informed.
- Verify rota information for teaching, training sessions, planned closures and service requirements prior to publication.
- Ensure all changes to the rota are conveyed to relevant staff in a timely and efficient manner, reporting to the Interim Clinical Services Manager where relevant.
- Deal with a variety of rota and clinical system enquiries on behalf of staff, using initiative to resolve these as appropriate and taking messages and following through as required.
User Support and Training
- Provide practical, hands-on support to staff for everyday use of clinical systems and EMIS.
- Deliver system induction for new staff and registrars and create simple “how-to” guides and quick reference materials.
- Promote good digital practice and basic data security awareness among staff.
Information Governance and Compliance
- Work with the Information Governance lead to ensure day-to-day system use complies with data protection and cyber security standards.
- Maintain confidentiality of patient, staff and business information and report any potential data breaches or security concerns immediately.
Key Tasks
- Maintain accurate clinical system user and access records for starters and leavers.
- Prepare and publish rota and room allocation updates.
- Run routine clinical system reports and support Opel data reporting tasks as required.
- Monitor system alerts and task queues and escalate where necessary.
- Keep simple user guides and induction materials up to date.
- Maintain the rota for clinicians across the EMIS and OMNI rota systems.
- 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 create and maintain the room rotas for all the clinicians across all sites and report any issues with capacity.
- Create the weekly GP cover Rota.
- Highlight any cover limitations to Interim Clinical Services Manager.
Benefits:
- Bereavement leave
- Company events
- Company pension
- Employee discount
- Free flu jabs
- Health & wellbeing programme
- Sick pay
Work Location: In person
