Appointment Coordinator- Maternity Cover in Workington

Appointment Coordinator- Maternity Cover

Theindividual will play a key role in delivering a high quality and timelyappointment management service for the Workington GP Practice.

Interviews will take place in person on Monday 26th October 2026

Main duties of the job

Thisrole will work as part of the triage team supporting the following:

assigningincoming patient requests to the appropriate team to ensure minimal touchpoints and a smooth, effective service for patients, actioning any requestsyourself where possible

bookingappointments for patients following guidance from the clinical triage team

handling thebooking of patient appointments from Nursing and Health Care Assistant teamtask management system

work with themanagement team and support with re-booking of appointments from cancelledclinics

running reportson patient DNA and liaising with management re patients who frequently DNAappointment

You will work as part of our triage admin team and fullsupport and training will be provided. The work is varied and interesting dueto booking appointments for a variety of clinics. The necessity to be able toprioritise own workload is essential.

The post will require a considerable amount of patientcontact (by telephone) therefore the successful candidate will need to havegood communication skills including an outstanding telephone manner andorganisational skills. As well as excellent IT/data input skills you will beproficient in the use of the EMIS clinical system and Accurx system and demonstratea high level understanding of confidentiality.

The ability to work under pressure is essential bothindividually and as part of a team to ensure that appointment deadlines aremet.

About us

James Street Group Practice is one of the largest practices in the region, serving over 33,000 patients.

As a unique one-practice Primary Care Network, we are able to work closely together to design services around the needs of our local population and create genuine continuity of care for our patients.

Our multidisciplinary team includes:

• Advanced Clinical Practitioners
• Practice Nurses
• Paramedic
• Health Care Assistants
• Frailty Assessment Team
• Personalised Care Team
• Skilled reception and administrative colleagues

This team-based approach means our GPs are supported by the right people at the right time, allowing them to focus on delivering excellent patient care.

Job responsibilities

To undertake thebooking and scheduling of appointments in a timely manner following guidancefrom the clinical triage team. All modes of contact should be recorded in thepatient notes

To undertake thebooking and scheduling of Nursing and HCA appointments in a timely manner. Allmodes of contact should be recorded in the patient notes

Effective use ofthe practice appointment system, to include booking appointments and assistingwith the maintaining/monitoring the appointment system, including processing ofonline triage requests

Ensureattention to detail when booking appointments

At very shortnotice, support with the cancellation of clinics and re-allocation ofappointments to ensure maximum use of all available time slots

Monitor allappointment books on a daily basis to ensure that any available slots arechanged to accommodate any backlogs and appointments are filled in a timelymanner

Support the triage admin function, ensuring thattriage forms are allocated and actioned in a timely manner

Ensure that the appointments books are reviewed anddelete any empty slots from the Duty Doctor, triage telephone call, HV serviceetc so that appointment data collection is correct

Running reportson patient DNA & failed encounters, liaising with management on any actionsthat may need to be put in place

Assisting withany queries and concern from patients, clinicians or external agencies and takeappropriate action where required

Dealing withtasks that clinicians may assign to you in an effective and timely manner

Possess excellentcommunication skills to deal with queries from clinical, non-clinical staff, andpatients

You willfrequently be expected to give information to people with communication difficulties

Reporttask systems waiting times to Operational Service Manager

Escalatepatient queries, capacity problems and general issues to the relevantOperational Service Manager as appropriate

Ensure that when handling patient information ordiscussing patient needs, confidentiality guidelines are strictly adhered toand that close attention is given to NCPC Confidentiality Policy and InformationGovernance guidelines

Interviews will take place in person on Monday 26th October 2026

Person Specification

Qualifications

• Excellent standard of literacy

Personal skills and attributes

• Able to work under pressure and remain calm
• An understanding, acceptance and adherence to the need for strict confidentiality
• Must be personable, polite and approachable
• Must be a team player
• Must be adaptable to change
• Able to work on own initiative
• Flexible and adaptable
• Aware of own limitations
• Good organisational and interpersonal skills are essential

Professional Knowledge

• Excellent communication (orally and written) and listening skills
• The ability to manage multiple activities
• Good organisational skills
• Good team working skills
• Ability to work independently following verbal or written instructions
• Experience in use of IT systems e.g. MS Outlook, MS Word, Excel and the internet
• Adaptable to change
• Ability to work to defined protocols and seek advice where appropriate.
• Experience of working in a primary care setting would be beneficial
• Knowledge in EMIS clinical system
• Knowledge of the Anima system

Job related requirements

• Have the ability to prioritise workload
• The ability to work under pressure is essential
• Ability to be proactive
• Flexible
• Reliable
• Excellent attendance record

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.

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