Care Coordinator/Receptionist

Care Coordinator / Executive Assistant

Organisation: Bretton Park Healthcare
Location: Bretton Medical Practice and Park Medical Centre, Peterborough
Reports to: Admin Services Manager

1. Job Purpose

To coordinate patient care and provide administrative support to ensure patients are directed to appropriate services and that follow-up activities are completed effectively.

The postholder will work closely with the clinical team, administrative staff and external healthcare providers to support continuity of care. They will also provide administrative and organisational support to the Practice Management team and Partners, including meeting coordination, correspondence, documentation and tracking agreed actions.

The role requires someone who is organised, proactive and dependable, with the ability to manage competing priorities, work independently and follow tasks through to completion.

2. Main Duties and Responsibilities

A. Patient Care Coordination

• Coordinate patient appointments, referrals, recalls and follow-up activities in line with practice procedures.
• Liaise with patients, carers, clinicians and external services to support access to appropriate care.
• Support the coordination of care for patients who require additional follow-up, working within agreed protocols.
• Monitor outstanding administrative and care coordination tasks and follow up with the relevant teams to ensure timely completion.
• Maintain accurate and up-to-date patient records using the practice's clinical systems.
• Respond to patient enquiries professionally and direct clinical questions or concerns to the appropriate healthcare professional.
• Identify delays, outstanding actions or issues requiring further attention and escalate them appropriately.
• Handle patient information confidentially and in accordance with practice policies.

B. Executive and Management Support

• Provide administrative support to the Partners and Practice Management team as required.
• Arrange meetings, prepare agendas, circulate documents and coordinate meeting arrangements.
• Take accurate minutes, maintain action logs and follow up outstanding actions with relevant colleagues.
• Prepare and update spreadsheets, reports, presentations and other management documents.
• Maintain organised electronic files and ensure relevant documents can be retrieved when needed.
• Coordinate communications between management, staff and external organisations.
• Assist with practice projects, improvement activities and other agreed operational tasks.
• Monitor deadlines and bring outstanding matters to the attention of the appropriate person.

C. General Administration and Team Support

• Maintain accurate administrative records, trackers and filing systems.
• Support the coordination of administrative work across both practice sites.
• Assist colleagues with administrative tasks where required to maintain an effective service.
• Identify practical ways to improve administrative processes and communication.
• Manage allocated responsibilities independently, seeking guidance when necessary.

D. Communication and Professional Responsibilities

• Communicate clearly and professionally with patients, colleagues, healthcare professionals and external organisations.
• Maintain effective working relationships across clinical and administrative teams.
• Handle sensitive information and difficult enquiries with discretion and professionalism.
• Follow practice policies, procedures and information governance requirements.
• Complete mandatory training and participate in relevant meetings and performance reviews.
• Undertake other reasonable duties appropriate to the role.

3. Person Specification Essential

• Previous experience in administration, coordination, office support or a similar role.
• Excellent written and verbal communication skills.
• Strong organisational skills and the ability to manage competing priorities.
• Good IT skills, including Microsoft Word, Excel, Outlook and email.
• Ability to produce accurate documents, maintain records and take clear meeting minutes.
• Strong attention to detail and the ability to follow tasks through to completion.
• Ability to use initiative, solve routine problems and work independently within agreed responsibilities.
• A professional approach to confidentiality and handling sensitive information.
• Ability to communicate effectively with a range of people and work collaboratively with colleagues.
• A flexible, practical approach to changing priorities and workload demands.

Desirable

• Experience working in a GP practice, the NHS or another healthcare setting.
• Experience in patient care coordination, care navigation, referrals or appointment administration.
• Experience providing administrative support to managers or senior colleagues.
• Experience organising meetings, preparing reports and monitoring actions.
• Familiarity with clinical systems or electronic patient records.

4. Scope and Accountability

The postholder is responsible for completing allocated duties accurately and within agreed timescales, maintaining appropriate records and raising issues that require further attention.

The role involves coordinating care and supporting clinical and management processes; it does not involve making clinical decisions outside the postholder's training and competence. Clinical concerns must be referred to an appropriately qualified healthcare professional.

The postholder must maintain confidentiality regarding patient information, staff matters and practice business.

The duties listed are not exhaustive and may be amended in line with the reasonable requirements of the role and the needs of the practice.

Pay: £12.71 per hour

Benefits:

• Free parking
• On-site parking

Work Location: In person