Job summary
The Senior Healthcare Coordinator will provide leadership and coordination of the administrative function within the Special Allocation Scheme (SAS), ensuring the efficient and effective management of patient pathways and service operations.
The post holder will oversee the day-to-day administration of the service, providing supervision and support to clinical administrative colleagues whilst ensuring high standards of customer service for patients, healthcare professionals and partner agencies.
The role will support the SAS Advanced Clinical Practitioner and wider management team in delivering a responsive, patient-centred service that promotes equality, diversity and inclusion, continuous improvement, and high-quality care.
The post holder will act as a key point of contact for patients, healthcare professionals and external agencies, ensuring effective communication and coordination across the service.
Main duties of the job
The Senior Healthcare Coordinator Special Allocation Scheme (SAS) will play a key role in ensuring the smooth and efficient operation of the service by leading the administrative function and supporting the delivery of high-quality patient care.
The post holder will be responsible for coordinating administrative processes, supervising administrative colleagues, managing staff rotas and supporting service performance. They will act as a central point of contact for patients, healthcare professionals and external agencies, ensuring that enquiries are handled professionally and efficiently.
Working closely with the SAS Advanced Clinical Practitioner, the successful candidate will contribute to service development, quality improvement initiatives and the achievement of key performance targets. They will also support face-to-face clinics across Bradford, Wakefield District and Leeds, providing reception and chaperoning support where required.
The role requires excellent organisational, communication and leadership skills, with the ability to manage competing priorities whilst maintaining a patient-centred approach.
About us
Bevan is an award-winning, employee-owned, profit-for-purpose social enterprise delivering inclusive health and wellbeing services to some of the most marginalised individuals and communities across Yorkshire. We believe no one should be denied healthcare due to their means or circumstances.
Our services covers Bradford, Leeds, Wakefield, Calderdale, and North Yorkshire, providing trauma-informed care to people experiencing homelessness, refugees, asylum seekers, sex workers, and other excluded groups. Rated Outstanding by the Care Quality Commission (CQC), we are national leaders in inclusion health, offering innovative, person-led services addressing clinical and social needs.
Our team includes GPs, Public Health Doctors, ANPs, Practice Nurses, Mental Health Nurses, Healthcare Assistants, Paramedics, Occupational Therapists, Wellbeing Mentors and Support Workers, all dedicated to delivering compassionate, person-centred care. A skilled business administration team ensures smooth service operations.
Together, we work collaboratively to address the complex needs of our patients, many with trauma, mental health issues, homelessness or addiction. Our holistic approach is informed by the social determinants of health model, enables responsive, effective care benefitting individuals and the wider system.
Operating as a Community Benefit Society (CBS), we reinvest all profits into services delivering our vision: Health, Hope, and Humanity for All.
https://wearebevan.co.uk/
Job description
Job responsibilities
Main Duties of the JobLeadership and Team Management
- Lead and coordinate the administrative function of the SAS service.
- Supervise and support clinical administrative colleagues, providing day-to-day guidance and direction.
- Conduct regular supervision and annual appraisal meetings.
- Identify training and development needs and support staff learning and development.
- Ensure staff compliance with mandatory training requirements.
- Promote a positive, inclusive and supportive working culture.
Service Coordination
- Oversee administrative processes to ensure the smooth running of the SAS service.
- Develop, implement and maintain effective administrative systems and procedures.
- Coordinate clinical and administrative rotas, ensuring appropriate service cover is maintained.
- Arrange temporary staffing cover where required to support service delivery.
- Update appointment systems to reflect staff leave and approved absences.
- Monitor service activity and support performance reporting requirements.
Patient and Stakeholder Communication
- Provide an effective reception and patient access service via telephone, email and digital systems.
- Ensure all patient enquiries are managed professionally, sensitively and efficiently.
- Provide initial guidance and support to patients wishing to raise concerns or complaints.
- Act as a key contact for external organisations including:
- Police services
- Solicitors
- DVLA
- NHS organisations
- Other statutory and voluntary agencies
Operational Support
- Support the SAS Advanced Clinical Practitioner and management team with operational and administrative requirements.
- Coordinate meetings, prepare agendas and take accurate minutes.
- Support service audits and quality improvement initiatives.
- Assist in monitoring key performance indicators (KPIs) and contractual targets.
- Promote and support patient feedback mechanisms, including the NHS Friends and Family Test.
Clinical Support
- Provide reception support for face-to-face SAS clinics.
- Undertake chaperone duties in accordance with organisational policies and training.
- Support the coordination of patient appointments and clinic activity across Bradford, Wakefield District and Leeds.
Responsibility for Information Resources
The post holder will:
- Use electronic patient record systems and associated software effectively.
- Maintain accurate patient records and data quality standards.
- Ensure the correct use of SNOMED coding and other data recording requirements where applicable.
- Produce reports and information as required.
- Comply with all information governance and data protection requirements.
Responsibility for Quality and Governance
The post holder will:
- Participate in audit and quality improvement activities.
- Support incident reporting, investigations and learning processes.
- Contribute to service development and continuous improvement initiatives.
- Ensure all administrative processes comply with organisational policies, NHS guidance and relevant legislation.
- Promote a culture of patient safety and service excellence.
Communication and Working Relationships
The post holder will maintain effective working relationships with:
- SAS Advanced Clinical Practitioner
- Clinical and administrative colleagues
- Patients and carers
- Primary Care Networks
- Integrated Care Boards (ICBs)
- NHS organisations
- Local Authority services
- Police services
- Solicitors
- DVLA
- Third-sector organisations and partner agencies
Equality, Diversity and Inclusion
The post holder will actively promote equality, diversity and inclusion, ensuring all patients, carers and colleagues are treated with dignity, respect and fairness in accordance with organisational values and legislative requirements.
Health, Safety and Security
The post holder will:
- Comply with all health and safety policies and procedures.
- Identify and report risks, incidents and hazards.
- Promote a safe working environment for patients, visitors and staff.
- Maintain awareness of fire, infection prevention and information security procedures.
Confidentiality
The post holder will maintain strict confidentiality regarding patient, staff and organisational information and comply with Data Protection legislation, Information Governance requirements and organisational policies at all times.
Job description
Job responsibilities
Main Duties of the JobLeadership and Team Management
- Lead and coordinate the administrative function of the SAS service.
- Supervise and support clinical administrative colleagues, providing day-to-day guidance and direction.
- Conduct regular supervision and annual appraisal meetings.
- Identify training and development needs and support staff learning and development.
- Ensure staff compliance with mandatory training requirements.
- Promote a positive, inclusive and supportive working culture.
Service Coordination
- Oversee administrative processes to ensure the smooth running of the SAS service.
- Develop, implement and maintain effective administrative systems and procedures.
- Coordinate clinical and administrative rotas, ensuring appropriate service cover is maintained.
- Arrange temporary staffing cover where required to support service delivery.
- Update appointment systems to reflect staff leave and approved absences.
- Monitor service activity and support performance reporting requirements.
Patient and Stakeholder Communication
- Provide an effective reception and patient access service via telephone, email and digital systems.
- Ensure all patient enquiries are managed professionally, sensitively and efficiently.
- Provide initial guidance and support to patients wishing to raise concerns or complaints.
- Act as a key contact for external organisations including:
- Police services
- Solicitors
- DVLA
- NHS organisations
- Other statutory and voluntary agencies
Operational Support
- Support the SAS Advanced Clinical Practitioner and management team with operational and administrative requirements.
- Coordinate meetings, prepare agendas and take accurate minutes.
- Support service audits and quality improvement initiatives.
- Assist in monitoring key performance indicators (KPIs) and contractual targets.
- Promote and support patient feedback mechanisms, including the NHS Friends and Family Test.
Clinical Support
- Provide reception support for face-to-face SAS clinics.
- Undertake chaperone duties in accordance with organisational policies and training.
- Support the coordination of patient appointments and clinic activity across Bradford, Wakefield District and Leeds.
Responsibility for Information Resources
The post holder will:
- Use electronic patient record systems and associated software effectively.
- Maintain accurate patient records and data quality standards.
- Ensure the correct use of SNOMED coding and other data recording requirements where applicable.
- Produce reports and information as required.
- Comply with all information governance and data protection requirements.
Responsibility for Quality and Governance
The post holder will:
- Participate in audit and quality improvement activities.
- Support incident reporting, investigations and learning processes.
- Contribute to service development and continuous improvement initiatives.
- Ensure all administrative processes comply with organisational policies, NHS guidance and relevant legislation.
- Promote a culture of patient safety and service excellence.
Communication and Working Relationships
The post holder will maintain effective working relationships with:
- SAS Advanced Clinical Practitioner
- Clinical and administrative colleagues
- Patients and carers
- Primary Care Networks
- Integrated Care Boards (ICBs)
- NHS organisations
- Local Authority services
- Police services
- Solicitors
- DVLA
- Third-sector organisations and partner agencies
Equality, Diversity and Inclusion
The post holder will actively promote equality, diversity and inclusion, ensuring all patients, carers and colleagues are treated with dignity, respect and fairness in accordance with organisational values and legislative requirements.
Health, Safety and Security
The post holder will:
- Comply with all health and safety policies and procedures.
- Identify and report risks, incidents and hazards.
- Promote a safe working environment for patients, visitors and staff.
- Maintain awareness of fire, infection prevention and information security procedures.
Confidentiality
The post holder will maintain strict confidentiality regarding patient, staff and organisational information and comply with Data Protection legislation, Information Governance requirements and organisational policies at all times.
Person Specification
Skills and Abilities
Essential
- Excellent communication and interpersonal skills.
- Strong organisational and time management skills.
- Ability to prioritise workload and work under pressure.
- Ability to supervise, motivate and support colleagues.
- Excellent attention to detail and accuracy.
- Ability to work independently and as part of a multidisciplinary team.
- Strong problem-solving skills.
- Competent in Microsoft Office applications including Outlook, Word, Excel and Teams.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Desirable
- Experience of using NHS clinical systems such as SystmOne or equivalent.
- Experience of data analysis and reporting.
- Facilitation or training skills.
Experience
Essential
- Experience working in an administrative or coordination role.
- Experience of supervising or supporting staff.
- Experience of managing competing priorities and workloads.
- Experience of dealing with members of the public and professionals via telephone, email and face-to-face interactions.
- Experience of organising meetings, preparing agendas and taking minutes.
- Experience of using electronic systems and databases.
Desirable
- Experience working within the NHS, primary care or community healthcare services.
- Experience of rota management and workforce coordination.
- Experience of service improvement or quality improvement initiatives.
- Experience of supporting performance reporting and KPI monitoring.
- Experience of handling complaints or patient concerns.
Personal Attributes
Essential
- Professional, approachable and reliable.
- Commitment to providing excellent patient care and customer service.
- Flexible and adaptable approach to work.
- Commitment to equality, diversity and inclusion.
- Positive and proactive attitude.
- Ability to maintain professionalism in challenging situations.
- Commitment to continuous learning and improvement.
Other
Essential
- Ability to travel between service locations across Bradford, Wakefield District and Leeds when required.
- Willingness to undertake mandatory training and ongoing professional development.
Desirable
- Full UK driving licence and access to a vehicle.
Qualifications
Essential
- Educated to GCSE level (or equivalent) including English and Mathematics.
- NVQ Level 3 in Business Administration, Customer Service or equivalent experience.
- Evidence of continuing professional development.
Desirable
- Leadership or management qualification.
- ILM Level 3 Award/Certificate in Leadership and Management or equivalent.
- NHS administration or healthcare-related qualification.
Knowledge
Essential
- Understanding of administrative systems and processes within healthcare or public services.
- Knowledge of confidentiality, information governance and data protection requirements.
- Understanding of equality, diversity and inclusion principles.
- Understanding of customer service standards and patient-centred care.
- Knowledge of Microsoft Office applications and electronic record systems.
Desirable
- Knowledge of NHS primary care services and patient pathways.
- Understanding of Special Allocation Scheme (SAS) processes.
- Knowledge of NHS contractual and performance targets.
- Understanding of quality improvement methodologies.
Person Specification
Skills and Abilities
Essential
- Excellent communication and interpersonal skills.
- Strong organisational and time management skills.
- Ability to prioritise workload and work under pressure.
- Ability to supervise, motivate and support colleagues.
- Excellent attention to detail and accuracy.
- Ability to work independently and as part of a multidisciplinary team.
- Strong problem-solving skills.
- Competent in Microsoft Office applications including Outlook, Word, Excel and Teams.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Desirable
- Experience of using NHS clinical systems such as SystmOne or equivalent.
- Experience of data analysis and reporting.
- Facilitation or training skills.
Experience
Essential
- Experience working in an administrative or coordination role.
- Experience of supervising or supporting staff.
- Experience of managing competing priorities and workloads.
- Experience of dealing with members of the public and professionals via telephone, email and face-to-face interactions.
- Experience of organising meetings, preparing agendas and taking minutes.
- Experience of using electronic systems and databases.
Desirable
- Experience working within the NHS, primary care or community healthcare services.
- Experience of rota management and workforce coordination.
- Experience of service improvement or quality improvement initiatives.
- Experience of supporting performance reporting and KPI monitoring.
- Experience of handling complaints or patient concerns.
Personal Attributes
Essential
- Professional, approachable and reliable.
- Commitment to providing excellent patient care and customer service.
- Flexible and adaptable approach to work.
- Commitment to equality, diversity and inclusion.
- Positive and proactive attitude.
- Ability to maintain professionalism in challenging situations.
- Commitment to continuous learning and improvement.
Other
Essential
- Ability to travel between service locations across Bradford, Wakefield District and Leeds when required.
- Willingness to undertake mandatory training and ongoing professional development.
Desirable
- Full UK driving licence and access to a vehicle.
Qualifications
Essential
- Educated to GCSE level (or equivalent) including English and Mathematics.
- NVQ Level 3 in Business Administration, Customer Service or equivalent experience.
- Evidence of continuing professional development.
Desirable
- Leadership or management qualification.
- ILM Level 3 Award/Certificate in Leadership and Management or equivalent.
- NHS administration or healthcare-related qualification.
Knowledge
Essential
- Understanding of administrative systems and processes within healthcare or public services.
- Knowledge of confidentiality, information governance and data protection requirements.
- Understanding of equality, diversity and inclusion principles.
- Understanding of customer service standards and patient-centred care.
- Knowledge of Microsoft Office applications and electronic record systems.
Desirable
- Knowledge of NHS primary care services and patient pathways.
- Understanding of Special Allocation Scheme (SAS) processes.
- Knowledge of NHS contractual and performance targets.
- Understanding of quality improvement methodologies.
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.
