JOB TITLE: EDUCATION AND ROTA CO-ORDINATOR
15 hours per week, ideally over 3-4 days with one day being a Thursday.
Job summary:
We are looking for a detail-oriented and proactive Education and Rota Co-ordinator to join our team. This is a key support role to work closely with the Practice Manager that combines elements of human resources administration with clinical rota coordination. The post holder will be responsible for maintaining accurate records, supporting processes, coordinating clinical rotas for 10+ clinical staff, and ensuring the efficient operation and development of our education programme. We are a forward thinking and proactive practice looking to maximise our learning opportunities over the coming years, so we are looking for a positive, proactive flexible, and highly organised person who has excellent communication and organisational skills.
Duties and responsibilities:
The duties and responsibilities to be undertaken by members of the practice team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving practice workload and staffing levels:
HR and Administrative Responsibilities
- Maintain accurate and up-to-date records, including training, immunisations, DBS checks, and other compliance documentation for all trainees of the practice.
- Support the recruitment process, including advertising any roles, shortlisting, and onboarding.
- Assist with absence tracking, leave management, and updating HR systems. Ensure Induction booklets for all education trainees are up to date.
- Deliver a comprehensive induction programme for all trainees starting at the practice and ensure this is communicated to all the team.
- Support the procurement of practice equipment, supplies and services within the budget for education.
- Apply for external funding, in conjunction with the Practice Manager for education opportunities.
- Develop alongside the Practice Manager, the training opportunities for the medical centre.
- Submit any claims or reports as required by the Practice Manager and/or training schools.
- Ensure the Practices website and social media channels are up to date with latest trainee and education materials/publications.
Clinical Rota Coordination
- Administer and respond to requests for annual and other types of leave from trainees in line with practice policy.
- Maintain accurate records of annual leave, maternity leave, and other absences and ensure they are recorded and monitored correctly.
- Prepare, manage, and update clinical rotas for all clinicians using Systm one, ensuring appropriate cover is maintained at all times.
- Contact locums and coordinate sessional cover where required and in discussion with the Practice Manager.
- Work closely with the Practice Manager and Executive Partner to identify and resolve rota or staffing issues promptly.
- Ensure timely loading and adjustment of appointment schedules and maintain accurate data entry.
- Highlight capacity issues to the Practice Manager and escalate concerns appropriately.
- Other responsibilities Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
- Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
- Provision of refreshments for staff and visitors as required; and keeping the kitchen area clean and tidy.
- Deal with and process internal tasks that are assigned to you.
- Take part in audit work, reviewing patient records and recording accurate data on the relevant systems where required.
And any other duties as required by the line manager and the Practice Manager.
PERSON SPECIFICATION
Education and Rota Co-ordinator
Educated to GCSE level or equivalent - Essential
Experience of working with the general public -Essential
Experience of administrative duties - Essential
Experience of working in a health care setting / primary care - Desirable
Excellent communication skills (written and oral) - Essential
Experience of using S1 and running reports - Desirable
Strong IT skills -Essential
Clear, polite telephone manner - Essential
Competent in the use of Office and Outlook - Essential
Representing organisations at meetings - Desirable
Competent with using Social Media Platforms - Desirable
Ability to prioritise and manage workload - Essential
Ability to take clear and concise minutes of meetings - Desirable
Ability to work as a team member and autonomously - Essential
Good interpersonal skills - Essential
Problem solving and analytical skills -Essential
Ability to follow policy and procedure - Essential
High level organisation skills with attention to detail -Essential
Ability to manage workload effectively to meet deadlines. -Essential
Excellent written and verbal communication skills with a high standard of grammar and spelling -Essential
Previous experience in HR administration or rota coordination. -Essential
Polite and confident -Essential
Flexible and cooperative -Essential
Motivated -Essential
Proactive -Essential
Forward thinker -Essential
High levels of integrity and loyalty -Essential
Sensitive and empathetic in distressing situations -Essential
Ability to work under pressure -Essential
Flexibility to work additional hours when needed - Essential
Disclosure Barring Service (DBS) check -Essential
Closing Date
Friday, 3rd July 2026
Interview Date
Provisionally Wednesday, 8th July 2026
For an informal chat
Please contact Kate Graddock on [email protected] to arrange a time for an informal chat or for any questions.
Pay: £13.25 per hour
Benefits:
- Company pension
- On-site parking
Work Location: In person
