Job summary
We believe in providing a holistic approach
to managing patient care and supporting individuals to meet their own needs and
aspirations. You will be part of an organisation whose leadership team are
supportive and innovative, focused on change and transforming services.
Our team currently
includes pharmacists, pharmacy
technician, mental health practitioners, advanced clinical practitioner,
admiral nurse, nurse associate, physician associate, first contact
physiotherapists, health and wellbeing coaches and care coordinators, with the aim
of supporting our practices and improving health outcomes for our patients. We
do this through the integration of PCN teams and services with our practices, continuous
evaluation, and ongoing development of our services and projects, looking for
opportunities for innovation and transformation and sharing best practice.
To address the healthcare needs of our local population we are hoping to
employ an administrative care coordinator to join our PCN team.
Main duties of the job
We are seeking a highly organised and
efficient Administrative Coordinator to support the work of the Primary Care
Network (PCN). In this role, you will play a key part in reducing health
inequalities and supporting the PCN and its practices to achieve their targets
by ensuring the smooth coordination of administrative tasks.
You will work closely with clinical staff,
practice teams, and external stakeholders to facilitate personalised care
planning for patients, organise meetings, and ensure the timely delivery of
services. This is a collaborative role that requires excellent organisational skills,
attention to detail, and the ability to prioritise competing demands.
About us
Cross Gates Primary Care Network includes
four practices working across seven sites: Ashfield and The Grange Medical
Centre, Colton Mill and The Grange Medical Centre, Family Doctors and Manston
and Surgery. The PCN has a patient population of 30,000 including patients
living across 5 care homes.
Job description
Job responsibilities
Main Responsibilities
Administrative Support:
- Provide day to day administrative assistance to the PCN team including clinical staff managers and other stakeholders.
- Organise and schedule meetings including preparing agendas taking minutes and following up on action points.
- Maintain accurate records databases and documentation to ensure compliance with policies and guidelines.
- Organise and schedule multidisciplinary team MDT meetings across local care organisations including identifying patients for review and preparing relevant documentation.
- Provide administrative support during MDT meetings including minute-taking documenting action points and ensuring follow up tasks are completed.
Data Management and Reporting:
- Utilise GP Practice clinical systems SystmOne and EMIS to run reports and identify patient cohorts for specific health initiatives such as health checks cancer screenings and vaccinations.
- Maintain accurate and up to date records of patient engagement and services delivered
- Support quality improvement audits by gathering data identifying areas for improvement and sharing best practices across the PCN
- Run and analyse reports from GP Practice systems to identify trends, gaps, and opportunities to improve services.
Administrative Support for Patient Engagement:
- Contact patients to promote services such as health checks vaccinations and cancer screenings.
- Work with practice teams to identify and record reasonable adjustments for vulnerable patients, ensuring services are accessible to all.
- Coordinate patient communications ensuring that all information provided is clear accurate and accessible.
Coordination and Liaison:
- Act as the main administrative point of contact for PCN initiatives such as covid and flu vaccination campaigns ensuring effective communication between GPs nurses pharmacists and other healthcare providers.
- Liaise with community partners and voluntary organisations to promote and improve access to healthcare services.
- Assist with the scheduling of home visits and other patient related activities to support clinical teams.
Support for PCN Projects and Targets:
- Assist the PCN in achieving national and local targets as outlined in the GP contract.
- Participate in PCN workshops training sessions and collaborative meetings to support the delivery of high quality patient care.
- Collate monitor and report on data as required to support key performance indicators KPIs and audit activities.
Generic Responsibilities
Personal & Professional development
Maintain continued education by attendance at courses as deemed essential for professional development
Participation in annual appraisal review
Maintaining a record of own personal and/or professional development
Governance
Produce complete and accurate records of patient consultation in line with best practice confidentiality policies and procedures
Deliver care according to NHS guidance NICE guidelines and evidence based care
Take part in the maintenance of quality governance systems and processes across the PCN and its activities.
Utilise the audit cycle as a means of evaluating the quality of the work of self and the team, implementing improvements where required.
Work with other clinical teams on improving the quality of healthcare in response to local and national policies and initiatives as appropriate
Evaluate patients response to health care provision and the effectiveness of care
Support and participate in shared learning across the PCN and wider organisation
Awareness of statutory safeguarding, notification processes and local guidance for children/vulnerable patients, applying relevant policies and legislation to protect them
Ensure compliance with policies, procedures and guidelines for self and others, by taking action or alerting senior management team if the practice appears to contravene policy, or if there are concerns over any aspect of patient care.
Health and Safety
The post-holder will manage their own and others health & safety and infection control as defined in the SEL GP Group Health & Safety Policy, the SEL GP Group Health & Safety Manual, and the SEL GP Group Infection Control Policy and published procedures.
Comply with SEL GP Group health and safety policies by following agreed safe working procedures
Awareness and compliance with national standards of infection control, hygiene, regulatory contractual professional requirements, and good practice guidelines.
Correct personal use of Personal Protective Equipment PPE and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
Reporting incidents using the organisations Incident Reporting System
Confidentiality
Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
Maintain an awareness of the Freedom of Information Act.
Equality and Diversity
The post-holder will support, promote and maintain the SEL GP Group Equality & Diversity Policy.
No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
Other delegated duties
This job description is not intended to be exhaustive it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties
Job description
Job responsibilities
Main Responsibilities
Administrative Support:
- Provide day to day administrative assistance to the PCN team including clinical staff managers and other stakeholders.
- Organise and schedule meetings including preparing agendas taking minutes and following up on action points.
- Maintain accurate records databases and documentation to ensure compliance with policies and guidelines.
- Organise and schedule multidisciplinary team MDT meetings across local care organisations including identifying patients for review and preparing relevant documentation.
- Provide administrative support during MDT meetings including minute-taking documenting action points and ensuring follow up tasks are completed.
Data Management and Reporting:
- Utilise GP Practice clinical systems SystmOne and EMIS to run reports and identify patient cohorts for specific health initiatives such as health checks cancer screenings and vaccinations.
- Maintain accurate and up to date records of patient engagement and services delivered
- Support quality improvement audits by gathering data identifying areas for improvement and sharing best practices across the PCN
- Run and analyse reports from GP Practice systems to identify trends, gaps, and opportunities to improve services.
Administrative Support for Patient Engagement:
- Contact patients to promote services such as health checks vaccinations and cancer screenings.
- Work with practice teams to identify and record reasonable adjustments for vulnerable patients, ensuring services are accessible to all.
- Coordinate patient communications ensuring that all information provided is clear accurate and accessible.
Coordination and Liaison:
- Act as the main administrative point of contact for PCN initiatives such as covid and flu vaccination campaigns ensuring effective communication between GPs nurses pharmacists and other healthcare providers.
- Liaise with community partners and voluntary organisations to promote and improve access to healthcare services.
- Assist with the scheduling of home visits and other patient related activities to support clinical teams.
Support for PCN Projects and Targets:
- Assist the PCN in achieving national and local targets as outlined in the GP contract.
- Participate in PCN workshops training sessions and collaborative meetings to support the delivery of high quality patient care.
- Collate monitor and report on data as required to support key performance indicators KPIs and audit activities.
Generic Responsibilities
Personal & Professional development
Maintain continued education by attendance at courses as deemed essential for professional development
Participation in annual appraisal review
Maintaining a record of own personal and/or professional development
Governance
Produce complete and accurate records of patient consultation in line with best practice confidentiality policies and procedures
Deliver care according to NHS guidance NICE guidelines and evidence based care
Take part in the maintenance of quality governance systems and processes across the PCN and its activities.
Utilise the audit cycle as a means of evaluating the quality of the work of self and the team, implementing improvements where required.
Work with other clinical teams on improving the quality of healthcare in response to local and national policies and initiatives as appropriate
Evaluate patients response to health care provision and the effectiveness of care
Support and participate in shared learning across the PCN and wider organisation
Awareness of statutory safeguarding, notification processes and local guidance for children/vulnerable patients, applying relevant policies and legislation to protect them
Ensure compliance with policies, procedures and guidelines for self and others, by taking action or alerting senior management team if the practice appears to contravene policy, or if there are concerns over any aspect of patient care.
Health and Safety
The post-holder will manage their own and others health & safety and infection control as defined in the SEL GP Group Health & Safety Policy, the SEL GP Group Health & Safety Manual, and the SEL GP Group Infection Control Policy and published procedures.
Comply with SEL GP Group health and safety policies by following agreed safe working procedures
Awareness and compliance with national standards of infection control, hygiene, regulatory contractual professional requirements, and good practice guidelines.
Correct personal use of Personal Protective Equipment PPE and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
Reporting incidents using the organisations Incident Reporting System
Confidentiality
Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
Maintain an awareness of the Freedom of Information Act.
Equality and Diversity
The post-holder will support, promote and maintain the SEL GP Group Equality & Diversity Policy.
No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
Other delegated duties
This job description is not intended to be exhaustive it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties
Person Specification
Experience
Desirable
- Experience of working in a primary care setting
- Use of clinical systems
- Experience of working with people who may face health inequalities e.g. living with frailty, people with living with learning disabilities or severe mental illness, and/or carers
- Experience of working in health, social care or other support roles which are in direct contact with people, families or carers
Knowledge and Skills
Essential
- Administrative duties including preparing for meetings and writing minutes
- Has attention to details, able to work accurately, identifying errors quickly and easily
- Has a planned and organised approach with an ability to priority their own workload to meet strict deadlines
- Understanding of medical technology around frailty, population health management and long term conditions
Desirable
- Excellent communication skills, verbal and written, with the ability to adjust communication style and content to suit the audience
- An excellent understanding of data protection and confidentiality issues
- Self-motivated, pro-active and able to work independently
- Continued commitment to improve skills and abilities in new areas of work
- Able to undertake the demands of the post with reasonable adjustment if required
- Able to access transport to work across the practices within the PCN and attend meetings in other locations
- Excellent time keeping and prioritisation skills
- Professional attributes and appearance
- Excellent IT skills and the ability to run reports and interpret / analyse and present data
Personal Qualities
Essential
- Flexibility and adaptability to develop the role within PCN business needs.
- Demonstrate the ability to value others
- Punctual and reliable
- Highly motivated and enthusiastic
- High levels of integrity and loyalty
- Team player
- Ability to work under pressure and timescales
- Ability to work in an environment of change to meet the needs of primary care
Qualifications
Essential
- GCSE grade A-C in Maths and English or skills level 2 in Maths and English or equivalent
Desirable
- ECDL or other equivalent IT qualification
Other requirements
Essential
- Flexibility to work outside of core office hours including extended hours services
- Disclosure Barring Service (DBS) check
- Hold a Valid UK Driving License and have access to own transport with business insurance and ability to travel across the locality on a regular basis, including visiting people in their own home or care home.
Person Specification
Experience
Desirable
- Experience of working in a primary care setting
- Use of clinical systems
- Experience of working with people who may face health inequalities e.g. living with frailty, people with living with learning disabilities or severe mental illness, and/or carers
- Experience of working in health, social care or other support roles which are in direct contact with people, families or carers
Knowledge and Skills
Essential
- Administrative duties including preparing for meetings and writing minutes
- Has attention to details, able to work accurately, identifying errors quickly and easily
- Has a planned and organised approach with an ability to priority their own workload to meet strict deadlines
- Understanding of medical technology around frailty, population health management and long term conditions
Desirable
- Excellent communication skills, verbal and written, with the ability to adjust communication style and content to suit the audience
- An excellent understanding of data protection and confidentiality issues
- Self-motivated, pro-active and able to work independently
- Continued commitment to improve skills and abilities in new areas of work
- Able to undertake the demands of the post with reasonable adjustment if required
- Able to access transport to work across the practices within the PCN and attend meetings in other locations
- Excellent time keeping and prioritisation skills
- Professional attributes and appearance
- Excellent IT skills and the ability to run reports and interpret / analyse and present data
Personal Qualities
Essential
- Flexibility and adaptability to develop the role within PCN business needs.
- Demonstrate the ability to value others
- Punctual and reliable
- Highly motivated and enthusiastic
- High levels of integrity and loyalty
- Team player
- Ability to work under pressure and timescales
- Ability to work in an environment of change to meet the needs of primary care
Qualifications
Essential
- GCSE grade A-C in Maths and English or skills level 2 in Maths and English or equivalent
Desirable
- ECDL or other equivalent IT qualification
Other requirements
Essential
- Flexibility to work outside of core office hours including extended hours services
- Disclosure Barring Service (DBS) check
- Hold a Valid UK Driving License and have access to own transport with business insurance and ability to travel across the locality on a regular basis, including visiting people in their own home or care home.
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.
