Patient Services Coordinator

Job responsibilities

The Patient Services Coordinator will play a crucial role in supporting the operational delivery of NHS projects, ensuring the seamless coordination of all our current NHS projects and all our future service development.

The post holder will play a vital role in ensuring the day-to-day running of various patient services, ensuring that effective methods are put in place for these services to operate efficiently, delivering a high-quality service to patients.

The post holder will be highly organised and proactive and can work flexibly in a fast-paced healthcare environment. The post holder must be able to manage competing priorities, provide excellent administrative support and contribute to service development.

The post holder will be a dynamic, self-motivated individual, who is analytical, with excellent communication skills. They should be proactive and organised, with the ability to meet tight deadlines and have a can do approach to their work.

The post-holder will have excellent communication skills and be flexible in their approach, using their initiative to manage conflicting priorities. The right candidate will be confident in using clinical systems such as SystmOne, MS Office (Word, Excel, Outlook, PowerPoint) and in learning to use new computer systems. Experience in general practice is essential, and the post-holder will have good working knowledge of primary care.

Working Hours

Working days will be Monday, Tuesday, Friday, Saturday. This is an office-based position, but there may be occasions where working at alternative sites may be required.

Friday: 8:00am 4:00pm (CGPN Federation Office)

Saturday: 8.45am 5:15pm (Rosebery Medical Centre)

Monday: 8:00am 4:00pm (CGPN Federation Office)

Tuesday: 8:00am 12:00pm (CGPN Federation Office)

Hours and working pattern can be discussed in more detail at interview

Working from home may be an option but will depend on the needs of the business.

Primary key responsibilities:

The following are the core responsibilities of the Patient Services 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.

The Patient Services Coordinator is responsible for:

• Leading on the PCN and at scale service provisions provided by the Federation and will include:

o Ensuring effective rota management and supporting workforce planning to maintain adequate staffing levels.

o Acting as a key point of contact for internal and external stakeholders, responding to queries professionally and promptly.

o Providing reception and secretarial functions including task management and inter practice referrals.

o Providing induction support for new starter clinical staff and ensure their ongoing registrations and mandatory training is maintained in line with the service provision.

o Booking patient clinics and maintaining waiting lists.

o Ensuring medical equipment is maintained and in good working order.

• Providing comprehensive administrative support for planning, implementation, and evaluation of projects.
• Supporting project coordination, ensuring deadlines and key deliverables are met.
• Developing and maintaining accurate project documentation, reports and databases and claims, ensuring compliance with confidentiality and data governance policies.
• Assisting in the implementation of service improvements, audits, and quality initiatives.
• Supporting the management of contracts and service agreements, ensuring adherence to NHS policies, guidelines and statutory regulations.
• Maintaining and effective filing system and supporting the monitoring and reporting of Key Performance Indicators (KPIs).
• Assisting with risk assessments and incident reporting procedures and complaints
• Managing mailboxes.
• Support the coordination and delivery of MDTs within the PCNs.
• Promoting a culture of continuous improvement. Building and maintaining effective relationships with healthcare providers, commissioners, and other key stakeholders.

• Acting as a liaison between various teams, ensuring effective information sharing and collaboration.
• Communicating operational updates to staff, ensuring clarity and alignment with organisational objectives.

PLEASE NOTE: our office may be closed at points throughout the christmas period. If you have a query about this job advert and are unable to get through to the contact details listed, please leave a message and we will get back to you in the new year.

Experience

Essential

• - Experience of working within Primary care/Healthcare setting at an administration level
• - A good level of knowledge and understanding of the primary care sector and/or the healthcare sector
• - Evidence of having achieved personal and departmental objectives within the workplace.
• - Experience of working with clinical systems and administrative IT programs and software such as (SystmOne / EMIS / Aristotle) Microsoft Office Suite

Desirable

• - Previous experience of supporting Senior Managers
• - Completed the Making Every Contact Count (MECC) training
• - At least 2 years recent experience in a similar role, either paid or unpaid.
• - Proven experience of Rota Management

Qualifications

Essential

• GCSEs to include Maths and English

Desirable

• Knowledge of Advanced ECDL/Microsoft Office Specialist (MOS) or similar

Skills and Capabilities

Essential

• - Excellent time management skills, capable of prioritising and managing competing demands and workloads.
• - Excellent oral and written communication skills; able to engage effectively with a wide range of audiences.
• - High level literacy and numeracy skills with a passion for detail and accuracy.
• - Able to establish, maintain and develop effective relationships across the Network and with external organisations.
• - Discretion in the handling of sensitive and confidential information.
• - Excellent interpersonal skills, able to build professional and personal credibility to gain the support of colleagues and external organisations.
• - Ability to work under pressure and to tight and often changing deadlines

Desirable

• - Strategic thinking ability to anticipate and resolve problems before they arise.

Values and Behaviours

Essential

• - Demonstrate commitment to and focus on quality, promotes high standards to consistently improve patient outcomes
• - Demonstrably involves patients and the public in their work
• - Values diversity and difference, operates with integrity and openness
• - Actively develops themselves and others
• - Self-awareness in terms of emotional intelligence, biases and personal triggers with cultural sensitivity and awareness

Skills and Capabilities

Essential

• - Excellent time management skills, capable of prioritising and managing competing demands and workloads.
• - Excellent oral and written communication skills; able to engage effectively with a wide range of audiences.
• - High level literacy and numeracy skills with a passion for detail and accuracy.
• - Able to establish, maintain and develop effective relationships across the Network and with external organisations.
• - Discretion in the handling of sensitive and confidential information.
• - Excellent interpersonal skills, able to build professional and personal credibility to gain the support of colleagues and external organisations.
• - Ability to work under pressure and to tight and often changing deadlines

Desirable

• - Strategic thinking ability to anticipate and resolve problems before they arise.