Practice Care Coordinator Admin

We are seeking a highly organised and proactive Primary Care Coordinator (PCC) Administrator to support our PCC nursing and Healthcare Assistant (HCA) team. This is a permanent position offering 30 hours a week at our Sleaford Practice. This is a varied and rewarding role, ideal for someone with strong administrative skills and a passion for delivering high-quality patient care. You will play a key role in ensuring effective coordination of care for patients, particularly those who are frail, housebound, or living in care homes, while supporting the smooth running of administrative processes across the practice.

Main duties of the job

• Administrative Support
• Frailty Register Support
• Referral Coordination
• Safeguarding Support
• Housebound Patient Support
• Reception Support

About us

Sleaford Medical Group is a well-established GP practice serving the population of Sleaford and the surrounding area. The practice provides comprehensive primary care services to a large and diverse patient population, delivering accessible, high-quality healthcare within a community-focused setting. The practice offers a wide range of NHS services, including routine GP consultations, chronic disease management, preventative care, immunisations, minor surgery, and health checks. In addition, it operates a dispensary service for eligible patients, enabling convenient access to prescribed medications directly from the practice. Sleaford Medical Group also supports patients with urgent and out-of-hours care, working as part of the local Primary Care Network to provide enhanced access appointments during evenings and weekends, alongside an on-site urgent care provision for minor illness and injury. The practice is staffed by a multidisciplinary team, including GPs, nurses, paramedics, healthcare assistants (HCAs), and a dedicated administrative and care coordination team. This diverse workforce enables the practice to deliver holistic, patient-centred care and respond effectively to a wide range of clinical and non-clinical needs. With a strong emphasis on coordinated care, particularly for vulnerable and care home patients, the practice works closely with community services and partner organisations to ensure continuity and quality of care across the local health system.

Job responsibilities

We are seeking an individual to support our PCC team 30 hours a week between Monday-Friday. This will include starting at 08:00 am and working from our Practice site. The successful candidate will support the PCC team with the following duties:

• Provide day-to-day administrative support to the PCC nursing and HCA team
• Manage and action tasks within SystmOne, ensuring timely and accurate completion
• Maintain accurate patient records in line with practice policies
• Assist in maintaining and reviewing the practice frailty register
• Ensure patient data is accurate, up to date, and appropriately coded
• Support identification and tracking of patients requiring PCC input
• Support the administrative management of referrals to community services
• Track referral progress and ensure outcomes are recorded
• Liaise with internal and external services to support continuity of care
• Work closely with the PCC Lead to manage hospital discharge summaries
• Coordinate follow-up actions and visit planning for discharged patients
• Ensure timely communication between hospital and primary care teams
• Act as a key point of contact for care homes
• Support coordination of regular ward rounds
• Maintain effective communication between care homes and the practice
• Assist in maintaining GP visit ledgers
• Support planning and coordination of care home visits and reviews
• Ensure clinicians have relevant information ahead of visits
• Maintain and update the safeguarding register
• Attend safeguarding meetings, take notes, and track actions
• Support communication with safeguarding agencies and follow up on actions
• Maintain and update the housebound patient register
• Support coordination of care, reviews, and home visits
• Ensure accurate coding and documentation
• Assist with organising vaccinations and contacting patients
• Allocate visits to the home visiting service
• Undertake training in front desk reception duties (excluding telephones)
• Provide reception cover in urgent situations when required

Qualifications

• GCSEs (or equivalent) in English and Maths
• Evidence of good IT literacy (e.g. Microsoft Office systems)
• NVQ Level 3 in Business Administration (or equivalent)
• Training in safeguarding awareness
• Experience or training in using clinical systems such as SystmOne
• Experience or training working in care, including care homes.

Knowledge & Skills

• Understanding of patient confidentiality and data protection
• Awareness of safeguarding processes
• Good communication and interpersonal skills
• Ability to work independently and as part of a team
• Attention to detail and accuracy in record keeping
• Understanding of primary care services and patient pathways

Experience

• Previous administrative experience in a busy environment
• Experience managing and prioritising workload effectively
• Experience handling confidential and sensitive information
• Strong data entry and record-keeping skills
• Experience working in a GP practice, NHS, or healthcare setting
• Experience using clinical systems (e.g. SystmOne)
• Experience coordinating referrals or working with external services
• Experience supporting multidisciplinary teams
• Experience with patient-facing roles or customer service

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.