Job Description

Friends Road Medical Practice Care Co-Ordinator/Administrator

Job Title

Care Co-Ordinator/ Administrator Role

Line Manager

Operations Manager

Accountable to

Operations Manager

Days Per Week

3/4

Job Summary

A Care Coordinator/Administrator plays an important part within the surgery, they need to have a high level of administrative experience, they also need to be caring, dedicated, and reliable and enjoy working with a wide range of people.

They will participate fully in the maintaining and running of the Practice within the scope of specified administration duties detailed in the job description. You will need to provide an efficient service for the various staff members and Patients. Being responsible to the Operations Manager and conducting oneself in a pleasant and business-like manner. The successful individual will be involved in exciting new income generated projects and support other administrative roles within the practice.

Generic responsibilities

All staff at Friends Road Medical Practice have a duty to conform to the following

Equality, Diversity and Inclusion (ED&I)

A good attitude and positive action towards Equality Diversity & Inclusion creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons - it improves operational effectiveness; it is morally the right thing to do and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation

Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.

The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.

All personnel are to comply with the:

Health and Safety at Work Act 1974

Environmental Protection Act 1990

Environment Act 1995

Fire Precautions (workplace) Regulations 1999

Other statutory legislation which may be brought to the post holder's attention

Confidentiality

The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.

It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

Quality and Continuous Improvement (CI)

To preserve and improve the quality of this organisation's outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.

The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.

This organisation continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.

All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.

Induction

We will provide a full induction programme, and management will support you throughout the process.

Learning and development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate.

The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).

The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.

Collaborative working

All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery

Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence. Plans and outcomes by which to measure success should be agreed.

Managing information

All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.

Data should be reviewed and processed using accurate SNOMED/read codes to ensure easy and accurate information retrieval for monitoring and audit processes.

Service delivery

Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisation's policies and regional directives, ensuring protocols are always adhered to.

Security

The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.

Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.

Professional conduct

All staff are required to dress appropriately for their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all their staff are afforded the opportunity to take a minimum of 20 days' leave (plus Public Holidays) each year and should be encouraged to take all their leave entitlement.

Public holidays will be calculated on a pro-rated basis dependent on the number of hours worked.

Purpose of the Role

In addition to the primary responsibilities, the Care Cordinator/Administrator will be requested to:

Support the Operations Manager in day-to-day administrative functions.

To work alongside existing Reception and Admin Team. To provide cover and assist the Team as required.

Coordinate general tasks that get generated from GPs and other staff members.

Learn all areas of administration within the surgery to provide cover as and when required:

AccuRx , Surgery Emails, Medical Reports/Registrations, Docman, Referrals Reception and General Care Coordinator role.

Maintain a good knowledge of the clinical systems.

Support the maintenance of the IT system including having oversight of the Emis clinical system.

Generate reports and searches to disseminate to the Team.

Coordinate and support management of 111 & OOH reports including patients with complex co-morbidities.

Oversee QOF and generate reports and involve the Practice Team in reaching the relevant targets.

Undertake continual personal and professional development, taking an active part in reviewing and developing the role and responsibilities, and provide evidence of learning area when required.

Any other duties deemed appropriate by the Operations Manager.

Secondary key responsibilities

Adhere to organisational policies and procedures, including confidentiality, safeguarding, lone working, information governance, equality, diversity and inclusion training and health and safety.

Establish strong working relationships with GPs and practice teams and work collaboratively with others.

Demonstrate a flexible attitude and be prepared to carry out other duties as may be reasonably required from time to time within the general character of the post or the level of responsibility of the role, ensuring that work is delivered in a timely and effective manner

Identify opportunities and gaps in the service and provide feedback to continually improve the service and contribute to business planning.

Contribute to the wider aims and objectives of the Practice and PCN to improve and support primary care.

Job Type: Part-time

Pay: 15,000.00-21,000.00 per year

Expected hours: 20 - 30 per week

Benefits:

Transport links
Work Location: In person

Application deadline: 26/10/2025