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Wood End Health Centre

GP Care coordinator/Administrator

The closing date is 23 January 2026

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Job summary

We are a GP surgery in Coventry seeking an experienced, reliable and compassionate Care Coordinator / Administrator / Receptionist to join our busy primary care team. This role combines care coordination with administrative and reception duties, supporting patients, clinicians, and external services.

The post holder will manage telephone calls and patient enquiries, book appointments both face-to-face and over the phone, signpost patients appropriately, and support clinicians with administrative tasks including referrals, recalls, and maintaining accurate patient records. The role requires an understanding of safeguarding responsibilities, with the ability to recognise and escalate concerns in line with practice and NHS policies. Excellent communication, organisational skills, and confidence using IT systems are essential. Previous experience in a GP practice setting is desirable.

Main duties of the job

Main Duties of the Role

  • Act as the first point of contact for patients, both face-to-face at reception and via the telephone

  • Answer and manage incoming calls, booking, cancelling, and amending appointments appropriately

  • Provide care coordination support for patients with long-term conditions and complex needs

  • Liaise with GPs, nurses, and external services

  • Carry out general administrative tasks including referrals, recalls, and maintaining accurate patient records

  • Recognise and respond to safeguarding concerns for children and vulnerable adults in line with practice policy

  • Signpost patients to the appropriate clinician or service

  • Ensure confidentiality and data protection are maintained at all times

  • Work effectively as part of the wider practice team in a busy GP surgery environment

About us

We are a friendly, patient-centred GP surgery in Coventry, working closely within our Primary Care Network (PCN) to deliver high-quality primary care services. Our multidisciplinary team includes 6 GPs, practice nurses, a nurse associate, paramedics, physiotherapists, a clinical pharmacist, and a phlebotomist, supported by a skilled and welcoming administrative and reception team.

We value teamwork, professional development, and providing safe, compassionate care to our local community.

Details

Date posted

24 December 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A5745-25-0000

Job locations

67B Deedmore Road

Coventry

CV2 1XA


Job description

Job responsibilities

Referrals

  • Process and monitor referrals, ensuring timely follow-up and accurate record keeping

Safeguarding

  • Provide administrative support for safeguarding meetings

  • Recognise safeguarding concerns and escalate appropriately in line with practice and NHS policies

Patient Administration

  • Manage patient registrations and deductions

  • Handle GP2GP transfers and electronic record management

  • Manage Practice email correspondence in a timely and professional manner

Docman Management

  • Read, code, and action Docman documents, ensuring accurate clinical coding

  • Allocate and send documents to the appropriate clinician for review and action

  • Monitor and follow up outstanding Docman tasks as required

Immunisations and Child Health

  • Book baby immunisations and child health checks

  • Monitor, code, and maintain accurate immunisation and vaccination records

Clinical and Nursing Support

  • Provide administrative support to the nursing team, including recalls

  • Support administration for AccuRx Triage clinicians

General Responsibilities

  • Maintain accurate patient records using clinical IT systems

  • Ensure confidentiality, data protection, and information governance standards are upheld

Job description

Job responsibilities

Referrals

  • Process and monitor referrals, ensuring timely follow-up and accurate record keeping

Safeguarding

  • Provide administrative support for safeguarding meetings

  • Recognise safeguarding concerns and escalate appropriately in line with practice and NHS policies

Patient Administration

  • Manage patient registrations and deductions

  • Handle GP2GP transfers and electronic record management

  • Manage Practice email correspondence in a timely and professional manner

Docman Management

  • Read, code, and action Docman documents, ensuring accurate clinical coding

  • Allocate and send documents to the appropriate clinician for review and action

  • Monitor and follow up outstanding Docman tasks as required

Immunisations and Child Health

  • Book baby immunisations and child health checks

  • Monitor, code, and maintain accurate immunisation and vaccination records

Clinical and Nursing Support

  • Provide administrative support to the nursing team, including recalls

  • Support administration for AccuRx Triage clinicians

General Responsibilities

  • Maintain accurate patient records using clinical IT systems

  • Ensure confidentiality, data protection, and information governance standards are upheld

Person Specification

Qualifications

Essential

  • GCSEs at grades AD (or equivalent) in English and Maths, or
  • NVQ Level 2 in Health and Social Care (or equivalent)
  • Proven IT skills, with confidence in using Microsoft applications, including email and written correspondence
  • Good written and verbal communication skills
  • Ability to work accurately with electronic patient records and clinical systems

Desirable

  • Previous experience working in an administrative role within a GP practice
  • Experience using EMIS Web and Docman systems
Person Specification

Qualifications

Essential

  • GCSEs at grades AD (or equivalent) in English and Maths, or
  • NVQ Level 2 in Health and Social Care (or equivalent)
  • Proven IT skills, with confidence in using Microsoft applications, including email and written correspondence
  • Good written and verbal communication skills
  • Ability to work accurately with electronic patient records and clinical systems

Desirable

  • Previous experience working in an administrative role within a GP practice
  • Experience using EMIS Web and Docman systems

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

Wood End Health Centre

Address

67B Deedmore Road

Coventry

CV2 1XA


Employer's website

https://www.woodendhealthcentre.co.uk/ (Opens in a new tab)

Employer details

Employer name

Wood End Health Centre

Address

67B Deedmore Road

Coventry

CV2 1XA


Employer's website

https://www.woodendhealthcentre.co.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice manager

Mrs Sharone Dineen

cwicb.woodend.health@nhs.net

Details

Date posted

24 December 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A5745-25-0000

Job locations

67B Deedmore Road

Coventry

CV2 1XA


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