NHS
Practice Care Coordinator
This job is now closed
Job Description
- Req#: A0091-25-0009?language=en&page=159&sort=publicationDateDesc
- Please refer to attached Job Description & Person Specification
- Please refer to attached Job Description & Person Specification
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 brand new role 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 is a full time role of 37.5hrs per week - working shifts between the hours of 8:30am - 6:00pm, Monday-Friday. Extended hours may be required to cover to annual leave.
Interviews for this role will take place on Thursday 14th August 2025
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 thriving practice, based over 2 sites - with a well established team, including six GP partners, salaried/retained GPs, ANPs, Multiskilled Nursing Team, Pharmacy, Wellbeing Team and Mental Health Nurse. All supported by a fantastic Care Navigation and Admin Team. Providing high quality primary healthcare to a rural population of over 13,280 patients. We are innovative and forward-thinking practice and like to work collaboratively with our team and external partners to provide the best possible care to our patients.
Our practice is a friendly welcoming place to work, where you will feel part of a strong and supportive workforce. We pride ourselves on staff wellbeing. This being fundamental to the ethos of the Practice.
We offer an attractive annual leave entitlement, regular one to one meetings and yearly performance and development reviews. Birthday leave, paid sick leave after probationary period, and paid dependency leave (subject to management discussion). We also offer various social events throughout the year.
The Practice is an equal opportunities employer, and will not discriminate on the grounds of disability, sex, sexual orientation, race, religion or similar belief, or age.
Applicants applying for this role currently registered at Gillingham Medical Practice will be required to register with neighbouring practice if successful.
If you have not heard back from the Practice within 2 weeks of the closing date, please assume you have not been successful.
Details
Date posted
03 July 2025
Pay scheme
Other
Salary
£12.21 to £13 an hour Dependant on experience
Contract
Permanent
Working pattern
Full-time
Reference number
A0091-25-0009
Job locations
Barn Surgery
Newbury
Gillingham
Dorset
SP8 4XS
Peacemarsh Surgery
Marlott Road
Gillingham
Dorset
SP8 4FA
Job descriptionJob 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 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 SpecificationPerson Specification
Qualifications
Essential
Qualifications
Essential
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.
Employer details
Employer name
Gillingham Medical Practice
Address
Barn Surgery
Newbury
Gillingham
Dorset
SP8 4XS
Employer's website
Employer details
Employer name
Gillingham Medical Practice
Address
Barn Surgery
Newbury
Gillingham
Dorset
SP8 4XS
Employer's website
About the company
National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.
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