Job summary
Are you great at communicating, highly motivated, well organised with the ability to perform effectively under pressure? Are you able to work flexibly and multitask?
Would you like to be part of a well established team within our practice where no two days are the same - from booking patient appointments, sending referrals, processing medical correspondence to signposting patients to appropriate services. We are looking for an experienced, dynamic team player to join our friendly practice team!
This post is for 16 - 20 hours per week. Shifts will cover the practice opening times between 7:00am - 19:30pm and you must be available to work on a Thursday. There will be opputunitlies to cover annual leave.
Interviews for this role will take place on Thursday 26th March 2026.
We appreciate the interest of all applicants; however, those who have previously applied will not be considered for this role.
Main duties of the job
The Practice Care
Coordinator will work collaboratively across all administrative areas within
the practice. This is a varied key role to include being the first point of
contact to patients and visitors. Aswell as communicating with external
secondary services to process and action requests. Ensuring a professional,
efficient, seamless service is provided to all our patients.
About us
We are a well-established, thriving practice
operating across two sites, proudly serving a rural community of over 13,280
patients. Our team includes five GP partners, salaried and retained GPs, ANPs,
a multiskilled nursing team, pharmacy, wellbeing team, and mental health nurse
all supported by an exceptional admin team.
We believe in collaboration, both within our
practice and with external partners, to deliver the highest quality primary
healthcare. Our forward-thinking approach ensures that you'll be part of a
practice that embraces innovation and teamwork to provide the best patient care
possible.
Our practice offers a friendly, welcoming
environment with a strong, supportive workforce where your wellbeing matters.
Staff Benefits: Employee Assistance programme. Generous annual leave, birthday, paid
sick/dependency leave after probation (subject to management discussion),
regular 1:1's and annual performance reviews.
Equal Opportunities Employer: We celebrate diversity and are committed to
providing a discrimination-free workplace for everyone.
Please note: Applicants currently registered at Gillingham Medical Practice will be
required to register with a neighbouring practice if successful.
If you haven't heard from us within 2 weeks of the
closing date, please assume your application has been unsuccessful.
Job description
Job responsibilities
The following are the core responsibilities of
the Practice Care Coordinator. There may be on occasion, a requirement to carry
out other tasks; this will be dependent upon factors such as workload and
staffing levels:
a.
Responsibility of opening/closing
the practice and turning off/on security alarms to ensure the practice is ready
to welcome patients and safely secure at night
b.
Using Word, Excel, Outlook,
SystmOne, eRS, Cinapsis, C the Signs, UniView and PACS to facilitate the smooth
operation of the practice through efficient and effective administrative
support
c.
Monitoring multiple email inboxes
and postal mail to ensure appropriate action taken for incoming correspondence
d.
Checking practice website portal
daily for new patient registration forms, change of contact details and
complaints
e.
Registering of new and temporary
patients
f.Granting online access to patients,
maintaining good working knowledge of the NHS app, SystmOnline and digital
procedures including electronic record access and third-party consent whilst
ensuring GDPR guidance is followed
g.
Booking appointments and dealing
with queries from patients, secondary care services and external organisations
h.
Signposting patients to services where
appropriate
i.
Dealing with tasks received from GPs
and other healthcare professionals, ensuring all urgent and routine within 24
hours tasks are completed in a timely manner
j.
Processing referrals and checking
the eRS worklist data
k.
Logging and dealing with requests
for reports, letters and copies of medical records from patients and external
organisations
l.
Taking payments for private letters,
reports and medicals
m.
Issuing repeat prescriptions,
processing medication requests and liaising with the in-house pharmacy team
where appropriate
n.
Liaising with local pharmacies
o.
Receiving medication from hospital
couriers and contacting patients to arrange collection
p.
Organising urgent patient ambulances
requested by the clinical team
q.
Ensuring mandatory training is
competed in a timely manner
Job description
Job responsibilities
The following are the core responsibilities of
the Practice Care Coordinator. There may be on occasion, a requirement to carry
out other tasks; this will be dependent upon factors such as workload and
staffing levels:
a.
Responsibility of opening/closing
the practice and turning off/on security alarms to ensure the practice is ready
to welcome patients and safely secure at night
b.
Using Word, Excel, Outlook,
SystmOne, eRS, Cinapsis, C the Signs, UniView and PACS to facilitate the smooth
operation of the practice through efficient and effective administrative
support
c.
Monitoring multiple email inboxes
and postal mail to ensure appropriate action taken for incoming correspondence
d.
Checking practice website portal
daily for new patient registration forms, change of contact details and
complaints
e.
Registering of new and temporary
patients
f.Granting online access to patients,
maintaining good working knowledge of the NHS app, SystmOnline and digital
procedures including electronic record access and third-party consent whilst
ensuring GDPR guidance is followed
g.
Booking appointments and dealing
with queries from patients, secondary care services and external organisations
h.
Signposting patients to services where
appropriate
i.
Dealing with tasks received from GPs
and other healthcare professionals, ensuring all urgent and routine within 24
hours tasks are completed in a timely manner
j.
Processing referrals and checking
the eRS worklist data
k.
Logging and dealing with requests
for reports, letters and copies of medical records from patients and external
organisations
l.
Taking payments for private letters,
reports and medicals
m.
Issuing repeat prescriptions,
processing medication requests and liaising with the in-house pharmacy team
where appropriate
n.
Liaising with local pharmacies
o.
Receiving medication from hospital
couriers and contacting patients to arrange collection
p.
Organising urgent patient ambulances
requested by the clinical team
q.
Ensuring mandatory training is
competed in a timely manner
Person Specification
Qualifications
Essential
- Please refer to attached Job Description & Person Specification
Person Specification
Qualifications
Essential
- Please refer to attached Job Description & Person Specification
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.
