Job summary
The role is
offered either as 1 x full time role - 37.5 hours per week or 2 x part time roles
which is split betweenDarnall Primary
Care Centre Monday and Tuesday - 15 hoursandMulberry
Practice Wednesday, Thursday and Friday - 22.5 hours
We are looking for a highly motivated,
effective coordinator who has the desire to develop their leadership skills and
expertise.
The role of the Senior Practice Coordinator
is varied and exciting. The ideal
candidate will relish the challenge of working in general practice,
communicating with patients and clinicians alike and working within a friendly,
hardworking team.
We have a secure, free car park, bike
storage and showers at Darnall, the practice is also on a bus route. For our
Mulberry team we pay the parking charge in a city centre car park plus the
practice benefits from great connections for train, bus and tram.
Informal visits are encouraged, if you
would like to know more, please contact the Support Manager at Darnall Matthew England
matthew.england2@nhs.net or Mulberry
Nicola Pryor nicolapryor@nhs.net
Interviews are planned for Wednesday 10th
July 2024.
The advert may close early should a
suitable number of applications be received and therefore we recommend you
submit as soon as you are able.
Main duties of the job
The Senior Practice Co-ordinator will be responsible for
the delivery of an innovative, professional, high quality and efficient
administration service to the practice population.
The post holder will work collaboratively with the Support Manager and Operations
Manager to continually seek ways to improve processes, efficiency and to
promote agile ways of working.
About us
Primary Care Sheffield (PCS) is a GP-led organisation.
Our shareholders are 75 GP practices in Sheffield covering around 600,000 patients.
As well as providing a unified voice for general practice in the city, we play an active
role both within our Accountable Care Partnership (ACP) and the wider South Yorkshire and
Bassetlaw Integrated Care System (ICS). You will play a key role in ensuring we
embed high standards of patient care and the services we provide are of high
quality.
Job description
Job responsibilities
- Provide operational leadership across the practice service.
-
Manage and coordinate the administrative process of registering new
patients for primary care services, ensuring patients have timely access to
health care provision.
- Lead the reception
team to provide a culturally sensitive service to meet the needs of patients.
- Manage clinical and
non-clinical rotas to ensure an adequate level of staffing for planned and surge
demand.
- Work on the reception
desk when required to provide leadership to the team and support patients in
challenging situations to provide solutions.
- Provide training to
the reception team to ensure patients are navigated through the practice
correctly.
- Analyse, interpret and
accurately report service activity both internally and externally.
-
Continually assess the effectiveness of processes and procedures
reporting back to Support Manager.
- Reviewing,
prioritising and redistributing work where appropriate.
- Deputising for the
Support Manager when required.
-
Monitor progress and chase against identified actions that are required,
following on from meetings and delegated duties.
- Promote effective
communication, team working and opportunities for sharing best practice within
the team.
-
To provide high level, professional and
confidential administrative support as part of an administrative team.
-
Work with the Support Manager to develop, innovate
and make efficient standard ways of working.
-
Continually assess the effectiveness of
processes and procedures reporting back to Support Manager.
-
Offer directional support to the administration
team ensuring that administration, facilities and reception work
together to provide a high quality service.
-
Monitor work steams for high quality workflow
and productivity of direct reports, and adherence to agreed ways of
working, providing appropriate management information as required
-
Provide administrative support as required to
senior team where appropriate monitoring work list and tasks to ensure all work
is completed in a timely manner.
-
Identify training and development areas, sourcing
training solutions and working with the Support Manager to deliver.
-
Using excellent communication, persuasion,
and negotiation skills to receive and communicate
complex and sensitive information from and to a range of stakeholders
across organisations using telephone, e-mail and face to face. This will
include regularly receiving requests and demands from persons both external and internal to
PCS such as Directors/Managers, GP practices, secretaries and patients.
-
Monitor services KPIs in line with agreed
contracts/policies/procedures.
-
To apply knowledge of administrative systems and
procedures to problem solve and where necessary develop
alternative or additional systems that support quality delivery of services.
-
Provide administrative support as required, to
internal meetings and other formal meetings in the form of notes
and/or action points.
-
Escalate / direct specific issues to key
individuals within the wider PCS team as required, using knowledge of
roles and responsibilities within the members of the services.
-
Assist in managing processes by providing
information and analysis as appropriate.
This job description should not be regarded as
definitive. It is intended to provide the post-holder with a broad outline of their function. The
post-holder may be required to undertake any other duties reasonably falling within the
grade of this post.
General Responsibilities
-
When required, act flexibly within your role,
which may include extended working days and working on alternate sites.
This will be in consultation with your line manager in line with PCS policies.
-
The post holder will be managed by the Support
Manager but will be expected to act independently exercising sound
judgement to support others in the team.
-
The post holder will act autonomously in areas
of the work seeking advice when necessary.
-
The post holder will have regular 1:1s with line
mangers to support ongoing development and review
performance.
Health & Safety:
- The post-holder will assist in promoting and maintaining
their own and others health, safety and security as defined in the Practice Health
& Safety Policy, reporting potential risks identified.
Communication:
The post-holder should recognise the importance of
effective communication within the team and will strive to:
-
Communicate effectively with other team members.
-
Communicate effectively with patients and carers.
-
Recognise peoples needs for alternative methods
of communication and respond accordingly.
Job description
Job responsibilities
- Provide operational leadership across the practice service.
-
Manage and coordinate the administrative process of registering new
patients for primary care services, ensuring patients have timely access to
health care provision.
- Lead the reception
team to provide a culturally sensitive service to meet the needs of patients.
- Manage clinical and
non-clinical rotas to ensure an adequate level of staffing for planned and surge
demand.
- Work on the reception
desk when required to provide leadership to the team and support patients in
challenging situations to provide solutions.
- Provide training to
the reception team to ensure patients are navigated through the practice
correctly.
- Analyse, interpret and
accurately report service activity both internally and externally.
-
Continually assess the effectiveness of processes and procedures
reporting back to Support Manager.
- Reviewing,
prioritising and redistributing work where appropriate.
- Deputising for the
Support Manager when required.
-
Monitor progress and chase against identified actions that are required,
following on from meetings and delegated duties.
- Promote effective
communication, team working and opportunities for sharing best practice within
the team.
-
To provide high level, professional and
confidential administrative support as part of an administrative team.
-
Work with the Support Manager to develop, innovate
and make efficient standard ways of working.
-
Continually assess the effectiveness of
processes and procedures reporting back to Support Manager.
-
Offer directional support to the administration
team ensuring that administration, facilities and reception work
together to provide a high quality service.
-
Monitor work steams for high quality workflow
and productivity of direct reports, and adherence to agreed ways of
working, providing appropriate management information as required
-
Provide administrative support as required to
senior team where appropriate monitoring work list and tasks to ensure all work
is completed in a timely manner.
-
Identify training and development areas, sourcing
training solutions and working with the Support Manager to deliver.
-
Using excellent communication, persuasion,
and negotiation skills to receive and communicate
complex and sensitive information from and to a range of stakeholders
across organisations using telephone, e-mail and face to face. This will
include regularly receiving requests and demands from persons both external and internal to
PCS such as Directors/Managers, GP practices, secretaries and patients.
-
Monitor services KPIs in line with agreed
contracts/policies/procedures.
-
To apply knowledge of administrative systems and
procedures to problem solve and where necessary develop
alternative or additional systems that support quality delivery of services.
-
Provide administrative support as required, to
internal meetings and other formal meetings in the form of notes
and/or action points.
-
Escalate / direct specific issues to key
individuals within the wider PCS team as required, using knowledge of
roles and responsibilities within the members of the services.
-
Assist in managing processes by providing
information and analysis as appropriate.
This job description should not be regarded as
definitive. It is intended to provide the post-holder with a broad outline of their function. The
post-holder may be required to undertake any other duties reasonably falling within the
grade of this post.
General Responsibilities
-
When required, act flexibly within your role,
which may include extended working days and working on alternate sites.
This will be in consultation with your line manager in line with PCS policies.
-
The post holder will be managed by the Support
Manager but will be expected to act independently exercising sound
judgement to support others in the team.
-
The post holder will act autonomously in areas
of the work seeking advice when necessary.
-
The post holder will have regular 1:1s with line
mangers to support ongoing development and review
performance.
Health & Safety:
- The post-holder will assist in promoting and maintaining
their own and others health, safety and security as defined in the Practice Health
& Safety Policy, reporting potential risks identified.
Communication:
The post-holder should recognise the importance of
effective communication within the team and will strive to:
-
Communicate effectively with other team members.
-
Communicate effectively with patients and carers.
-
Recognise peoples needs for alternative methods
of communication and respond accordingly.
Person Specification
Qualifications
Essential
- 5 GCSEs Grade A-C (or equivalent) including English
- Level 3 leadership or management qualification, NVQ 3 Business Admin or equivalent work experience
- Evidence of continual professional development
Desirable
- Willingness to work towards formal qualification
Other
Essential
- Able to travel to meetings within Sheffield
Flexibility and People Skills
Essential
- Ability to use own skill and judgement to select the most appropriate action from a range of alternative approaches
- Able to sustain meticulous attention to accuracy and detail giving feedback to others in a constructive way to create a learning environment
- Ability to respond to other team members with requests for support, throughout the working day
- Ability to communicate well with immediate and wider team, creating a cohesive working environment
Experience
Essential
- A sound knowledge of administrative systems and modules
- Leadership and resource management skills, including how to prioritise work and support others
- Experience of dealing with sensitive information and its constraints
- An understanding of how to analyse information to identify discrepancies to both manage staff and make suggestions to improve services
- Experience of directing colleagues and working autonomously
- Clear understanding of data protection and confidentiality requirements
- The ability to seek opportunities for delegation
Desirable
- Experience of working in the NHS or a healthcare provider setting
- Experience of or working in an organisation that is supporting asylum seekers or trafficked people
- Ability to take meeting minutes
- Ability to work in a fast, evolving organisation
- Experience in a similar operational, supervisory or management role
- Experienced in organising, leading and motivating staff
- Experience of PCS administrative systems and modules
Skills and Abilities
Essential
- Ability to plan for and keep track of multiple projects and deadlines across several workstreams, including setting and reviewing deadlines and reporting shortfalls
- Ability to move from one job to another with ease, without losing track of other deadlines
- Sound working knowledge of Microsoft Office, including Excel, Outlook and Word
- Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills
Desirable
- Use of patient administration systems
- Use of SystmOne
- Use of MSteams
Person Specification
Qualifications
Essential
- 5 GCSEs Grade A-C (or equivalent) including English
- Level 3 leadership or management qualification, NVQ 3 Business Admin or equivalent work experience
- Evidence of continual professional development
Desirable
- Willingness to work towards formal qualification
Other
Essential
- Able to travel to meetings within Sheffield
Flexibility and People Skills
Essential
- Ability to use own skill and judgement to select the most appropriate action from a range of alternative approaches
- Able to sustain meticulous attention to accuracy and detail giving feedback to others in a constructive way to create a learning environment
- Ability to respond to other team members with requests for support, throughout the working day
- Ability to communicate well with immediate and wider team, creating a cohesive working environment
Experience
Essential
- A sound knowledge of administrative systems and modules
- Leadership and resource management skills, including how to prioritise work and support others
- Experience of dealing with sensitive information and its constraints
- An understanding of how to analyse information to identify discrepancies to both manage staff and make suggestions to improve services
- Experience of directing colleagues and working autonomously
- Clear understanding of data protection and confidentiality requirements
- The ability to seek opportunities for delegation
Desirable
- Experience of working in the NHS or a healthcare provider setting
- Experience of or working in an organisation that is supporting asylum seekers or trafficked people
- Ability to take meeting minutes
- Ability to work in a fast, evolving organisation
- Experience in a similar operational, supervisory or management role
- Experienced in organising, leading and motivating staff
- Experience of PCS administrative systems and modules
Skills and Abilities
Essential
- Ability to plan for and keep track of multiple projects and deadlines across several workstreams, including setting and reviewing deadlines and reporting shortfalls
- Ability to move from one job to another with ease, without losing track of other deadlines
- Sound working knowledge of Microsoft Office, including Excel, Outlook and Word
- Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills
Desirable
- Use of patient administration systems
- Use of SystmOne
- Use of MSteams
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.
