Assistant Coordinator - Clinical Support Services

Supports the Clinical Services Coordinator by ensuring seamless operation in areas such as rota management, stock ordering, patient liaison, appointment booking, timesheet and invoice checking, and patient feedback. Requires flexibility, organisation, excellent communication, IT literacy and advanced Excel skills.

Main Duties

• Provide comprehensive administrative support to Clinical Services under the direction of the Clinical Services Coordinator.
• Develop and enhance reports, systems and processes.
• Manage rotas, calendars and service coordination.
• Handle telephones, emails and patient appointments (booking, rebooking, cancellation).
• Create bespoke clinical templates and direct practices.
• Attend meetings, take notes and actions.
• Assist with stock delivery to EA sites and place timely stock orders.
• Support the wider team in day‑to‑day running of clinical services and service mobilisation plans.
• Represent the organisation positively, maintain confidentiality, and adhere to BHNC policies and procedures.
• Participate in performance reviews and training programmes.
• Work flexibly in line with business need.

About Us

Bexley Health Neighbourhood Care (BHNC) is a GP Federation supporting 19 Bexley Practices and 4 PCNs. BHNC works strategically to enhance the health and wellbeing of Bexley residents, covering over 246,000 patients.

Job Responsibilities

• Accountable to Operations Manager, responsible to Director of Operations, administration support for clinical services.
• Provide support to Operations Manager and Director of Operations, attending meetings, and taking notes.
• Rota management and publishing rotas for clinicians.
• Answer telephones, book, rebook and cancel patient appointments.
• Develop bespoke clinical templates and provide direction to practices.
• Enhance collaboration with healthcare professionals, administrators and support staff.
• Support service mobilisation plans and liaise with Director of Operations during the Operations Manager’s absence.
• Inbox management and dealing with enquiries face to face, telephone and email.
• Gather information for report and presentation production.
• Support start‑up of new short‑term projects and multiple projects as required.
• Accompany stock deliveries to EA sites and manage stock orders.
• Participate in performance reviews and training programmes.
• Maintain confidentiality and represent the organisation positively.
• Work within BHNC policies and procedures, monitoring the impact of changes and improving efficiencies.
• Team contribution and flexible working as required.

Qualifications

• NVQ level 3–4 / 2 A levels or equivalent.
• Customer Service experience.
• Secretary qualification or equivalent.
• Business Administration.

Experience

• NHS experience.
• Secretarial and/or complex administrative experience.
• Prioritising, planning and organising own and others’ tasks.
• Experience in dealing with difficult situations and confrontations.
• Data entry and analysis experience and documentation.
• Experience working in a fast‑paced environment in healthcare.
• Previous experience of working in primary care.
• Previous experience of EMIS/Accurx.
• Knowledge of Microsoft Word/Excel (intermediate) / PowerPoint.

Skills & Attributes

• Analytical, judgemental, excellent communication and interpersonal skills.
• Flexible approach, organisation, and ability to manage multiple activities.
• Commitment to reducing health inequalities, equality, diversity and inclusivity.
• Understanding of policies, confidentiality, safeguarding and data protection.
• Adaptable, self‑motivated and able to work flexibly and enthusiastically.

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.

Salary

£27,485 to £30,162 per year depending on experience.