Beeston, Middleton & Hunslet PCN Proactive Care Coordinator

South and East Leeds GP Group; Leeds; On-site; GBP 28,000 - 31,000; Full time

Job summary

Beeston, Middleton & Hunslet Primary Care Networks is seeking a Proactive Care Coordinator to provide comprehensive administrative and coordination support across Beeston, Middleton & Hunslet PCNs. The role drives proactive care services amid dementia, frailty, and long-term conditions, ensuring timely appointments, accurate data, and patient-centred coordination.

Based in Beeston with responsibilities spanning across 8 GP practices, you will manage MDT administration, coordinate schedules, and

Qualifications

• Excellent organisational and time management skills are essential.
• Strong administrative and coordination abilities are required to support proactive care services.
• Advanced knowledge of Microsoft Excel and other IT systems is needed.

Responsibilities

• Coordinate and book dementia and frailty home visits for eligible patients.
• Maintain accurate appointment records and follow-up actions.
• Organise MDT meetings and prepare invitations, agendas and minutes.

Skills

Organisational skills

Attention to detail

IT systems

Verbal and written communication

Team coordination

Education

GCSE Maths & English (C/4+)

Tools

SystmOne

Microsoft Excel

Microsoft Office

Microsoft Teams

Job description

Beeston, Middleton & Hunslet PCN Proactive Care Coordinator

Salary: £28,392 £31,157 a year dependent upon skills and experience. (PCN Band E1-E5 26/7).

Hours: 37.5 hours per week.

Location: Beeston, Middleton & Hunslet Primary Care Networks Working across the 8 GP Practices in our PCNs.

Accountable to: Proactive Care - Advanced Nurse Practitioner.

Main duties of the job

You will be working towards the delivery of the outcomes outlined in the Primary Care Network.

Contract Enhanced Service Specification.

The post holder will be employed by South East Leeds GP Group, but will be deployed and managed day to day from within Beeston, Middleton & Hunslet Primary Care Networks.

The Proactive Care Coordinator will provide comprehensive administrative and coordination support to the Proactive Care and Occupational Therapy services across Beeston, Middleton & Hunslet Primary Care Networks.

The post holder will play a key role in supporting patients living with dementia, frailty and other complex long-term conditions by ensuring timely appointments, maintaining accurate data, providing MDT administration support and acting as a central point of contact for patients, clinicians and partner organisations.

The role requires excellent organisational skills, strong attention to detail and confidence using IT systems including Microsoft Office, Excel and clinical systems. The post holder will support the smooth running of proactive care services by coordinating appointments, managing databases, monitoring performance against targets and supporting multidisciplinary team working.

About us

About us: Beeston, Middleton & Hunslet Primary Care Network.

Primary Care Networks (PCNs) form a key building block of the NHS long-term plan. Bringing general practices together to work at scale has been a policy priority for some years for a range of reasons, including improving the ability of practices to recruit and retain staff; to manage financial and estates pressures; to provide a wider range of services to patients and to integrate with the wider health and care system more easily. PCNs were formally ratified in July 2019.

Beeston, Middleton and Hunslet PCN (BMH PCN) work collaboratively together, this role is designed to work across both, ensuing a continuity of care between. BMH PCN has a patient list size of circa 82,000. We have a significant workforce in place which brings wonderful opportunities for in-house multi-disciplinary team working. We have a well-developed multidisciplinary team including a Pharmacy Team, Occupational Therapists, Social Prescribers, First Contact Physiotherapists, a range of nursing/ HCA staff and more which means that the majority of any patient's needs can now be provided on their own doorstep.

Working Collaboratively within the Inner South Local Care Partnership (LCP)

The Inner South LCP brings together Leeds Community Healthcare (LCH), Leeds Teaching Hospitals (LTHT), General Practice, PCNs, Adult Social Care, Mental Health Services, and Third Sector organisations to deliver integrated neighbourhood-based care.

See attachment FMI.

Job responsibilities

The Proactive Care Coordinator will provide comprehensive administrative and coordination support to the Proactive Care and Occupational Therapy services across Beeston, Middleton & Hunslet Primary Care Networks.

The post holder will play a key role in supporting patients living with dementia, frailty and other complex long-term conditions by ensuring timely appointments, maintaining accurate data, providing MDT administration support and acting as a central point of contact for patients, clinicians and partner organisations. The role requires excellent organisational skills, strong attention to detail and confidence using IT systems including Microsoft Office, Excel and clinical systems. The post holder will support the smooth running of proactive care services by coordinating appointments, managing databases, monitoring performance against targets and supporting multidisciplinary team working.

Proactive Care Patient Coordination

Coordinate and book annual dementia and frailty home visits for eligible patients.

Maintain accurate appointment records and follow-up actions.

Liaise with GP practices and members of the multidisciplinary team to ensure patientsreceive appropriate care and support.

Contacting patients to triage and identify those eligible for a proactive care review.

MDT and Meeting Coordination

Organise and coordinate Proactive Care MDT meetings.

Prepare and distribute meeting invitations, agendas and supporting papers.

Take accurate minutes and maintain action logs during MDT meetings.

Track actions arising from MDT discussions and ensure appropriate follow-up.

Book meeting rooms and coordinate virtual meeting arrangements where required.

Support the organisation of team meetings, operational meetings and one-to-one sessions.

Occupational Therapy Service Support

Coordinate Occupational Therapy new patient appointments and review appointments.

Manage OT appointment diaries and ensure effective utilisation of available capacity.

Act as the first point of contact for appointment-related queries.

Support Occupational Therapists with administrative tasks as required.

Order equipment and supplies in line with agreed processes and monitor stock levels where appropriate.

Maintain accurate records relating to OT referrals, assessments and reviews.

Patient & Professional Communication

Communicate professionally with patients, families, carers and partner organisations.

Manage incoming enquiries, ensuring timely and accurate responses.

Support clinicians by contacting patients, arranging appointments, and updating records.

Maintain confidentiality and uphold Caldicott principles at all times.

Information Management & IT

Update patient records, care plans and MDT documentation on SystmOne and othersystems.

Ensure accurate coding and data entry in line with PCN protocols.

Collate information from multiple agencies to support MDT decision making.

Support data collection for proactive care reporting and PCN monitoring.

Governance, Quality & Compliance

Work in accordance with NHS guidance, PCN policies, LCP frameworks and evidence based practice.

Support quality governance processes across the PCNs and LCP.

Report safeguarding concerns, incidents or risks promptly.

Maintain compliance with mandatory training, infection control, health & safety and equality & diversity standards.

Professional Development

Demonstrate commitment to ongoing personal and professional development.

Participate in shared learning across the PCNs and LCP.

Reflect on own practice and seek opportunities to develop administrative and coordinationskills.

See attachment FMI.

Person Specification

Skills, Ability and Knowledge

• Excellent organisational and time management skills.
• Strong administrative and coordination skills.
• Excellent verbal and written communication skills.
• Advanced knowledge of Microsoft Excel, including managing databases and producing
• reports.
• Experience using Microsoft Office and Microsoft Teams.
• Ability to prioritise workload and manage competing demands.
• High level of accuracy and attention to detail.
• Ability to work independently and as part of a multidisciplinary team.
• Understanding of confidentiality, GDPR and information governance requirements.
• Ability to communicate effectively with patients, carers and healthcare professionals.
• Ability to take accurate notes/minutes and maintain action logs.
• Knowledge of SystmOne.
• Understanding of frailty and dementia pathways.
• Knowledge of Primary Care Networks and proactive care services.
• Experience of patient administration systems.
• Understanding of NHS performance reporting and targets.

Personal qualities, attributes and abilities.

• Flexible and adaptable to meet PCN and LCP demands.
• Committed to personal development and continuous learning.
• Professional, calm and confident communicator.
• Strong team player with the ability to work autonomously when required.
• Ability to maintain positive working relationships with stakeholders at all levels.
• Excellent time management and organisational skills. Ability to work in a busy environment with periods of interruption and shifting priorities. Commitment to personcentred care and supporting proactive, preventative approaches. Interest in integrated care, neighbourhood working or proactive care models.

Qualifications

• GCSE Maths and English (Grade C/4 or above) or equivalent.
• Commitment to ongoing professional development.
• Disclosure and Barring Service (DBS) check.
• Ability to travel across PCN and LCP sites (Beeston, Middleton & Hunslet).
• Full UK driving licence with access to own vehicle.

Experience

• Experience working in an administrative or coordinator role.
• Experience managing meetings, diaries and appointments.
• Experience handling telephone and email enquiries.
• Experience maintaining databases and records.
• Experience producing reports and working with data.
• Experience working in a busy environment with changing priorities.
• Experience working within the NHS, primary care or community services.
• Experience supporting multidisciplinary teams.
• Experience working with frailty, elderly care or proactive care services.
• Experience of taking formal meeting minutes.
• Experience using SystmOne or other clinical systems.

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.

Depending on experience£28,392 – £31,157 dependent on experience (PCN Band E1-E5)