Medical Secretary jobs in Poole BH13

Westbourne Medical Centre is a thriving GP practice serving nearly 21,000 patients, based in Westbourne, Bournemouth (BH4 9HJ). With a growing patient list, we are proud of our supportive and collaborative clinical and non-clinical teams, who share a commitment to delivering consistently high standards of patient care. We are forward-thinking and continually look for ways to innovate, improve our services, and enhance our working practices.

We are delighted to offer an exciting opportunity for a highly organised and proactive Clinical Rota Coordinator to join our friendly team. The successful candidate will play a vital role in the efficient planning, coordination, and maintenance of clinical rotas, ensuring appropriate clinical cover to support the delivery of safe and effective patient care. Working closely with clinicians, managers, and the wider practice team, the post holder will be responsible for managing rota changes, coordinating leave requests, and maintaining accurate staffing records. Strong organisational skills, excellent attention to detail, and the ability to communicate effectively with a range of stakeholders are essential for this role.

The role is for 20 hours per week, ideally following the rota below:

Monday 08:00-15:30 (30-minute unpaid break)

Thursday 08:00-15:30 (30-minute unpaid break)

Friday 08:00-14:30 (30-minute unpaid break)

Main duties of the job

Working closely with the Service Manager, you will be responsible for creating, maintaining and optimising clinician rotas within Systmone. Your work will help ensure patients have timely access to appointments while supporting clinicians with efficient and well-organised schedules.

Key Responsibilities

• Create, maintain and update GP, nursing and wider clinical rotas.
• Build appointment books in line with agreed clinical templates and service requirements.
• Coordinate annual leave, study leave, sickness and other planned absences within the rota.
• Make timely adjustments to appointment books to reflect staffing changes.
• Support the wider admin team with re booking appointments when necessary.
• Ensure clinics are configured correctly for face-to-face, telephone, home visit and triage sessions.
• Work alongside the management team to maximise appointment capacity while maintaining safe staffing levels.
• Liaise with clinicians regarding availability, clinic structure and session changes.
• Monitor future rota gaps and proactively identify potential staffing issues.
• Support the booking and coordination of locum clinicians where required.
• Ensure appointment books comply with practice policies, contractual requirements and service specifications.
• Maintain accurate records and communicate rota changes promptly to the wider team.

About You

We are looking for someone who is:

• Highly organised with exceptional attention to detail.
• Able to manage multiple priorities and deadlines.
• Confident using IT systems and databases.
• An excellent communicator with strong interpersonal skills.
• Able to work independently whilst collaborating effectively with colleagues.
• Calm under pressure and able to adapt to changing priorities.
• Committed to delivering excellent patient services through effective administrative support.

Desirable Experience

• Experience working within General Practice or Primary Care.
• Experience using Systmone.
• Previous rota planning or workforce scheduling experience.
• Knowledge of GP appointment systems and clinical templates.
• Understanding of NHS primary care services.

Some of the benefits we offer, are:

• Basic DBS at time of appointment – cost covered.
• Excellent induction and ongoing training opportunities (both internal and external)
• Cycle to Work scheme
• Possibility to join NHS Pension
• Contractual Sick Pay after probation.
• Internal Reward & Recognition scheme

This role offers the opportunity to make a real contribution to the effective delivery of patient services by ensuring clinical rotas are accurately planned and coordinated. If you are highly organised, enjoy problem-solving, and thrive in a fast-paced, collaborative environment, we would love to hear from you.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. !

Pay: £14.50 per hour

Work Location: In person