Patient and Administration Care Co-Ordinator

Brighton and Hove Federation; Hove; On-site; GBP 21,000 - 27,000; Full time

Job summary

Brighton and Hove Federation is seeking a Patient and Administration Co-Ordinator to support patients and clinicians within the ADHD service. You will guide patients through assessment pathways with clear, compassionate administration and help keep records accurate and confidential.

The role covers diary management, appointment coordination, MS forms, and liaison with GP practices and NHS partners to ensure joined-up care for patients and families.

Qualifications

• Proven experience in an administrative, coordination or customer-facing role (healthcare or mental health desirable).
• Experience working in mental health, neurodevelopmental or ADHD services is beneficial.
• Understanding of ADHD and its challenges across the lifespan.

Responsibilities

• Act as a first point of contact for patients, carers and family members via phone, email and in person.
• Support patients in completing questionnaires, forms and assessment paperwork with clear guidance.
• Guide patients through the ADHD assessment and treatment pathway, explaining processes and timelines.
• Coordinate appointments, booking, confirming, rescheduling and reminders.
• Monitor attendance and follow up with patients who miss or cancel appointments.
• Provide administrative support to clinicians (diary management, rota coordination, clinic lists).
• Liaise with GP practices, NHS partners and other organisations to ensure joined-up care.
• Input and maintain patient records in electronic systems (GDPR-compliant).
• Support service audits and quality improvement initiatives.

Skills

Communication skills

Organisational skills

Time management

Discretion with sensitive information

EMIS / S1 proficiency

Tools

EMIS/S1

Job description

Patient and Administration Care Co-Ordinator

The Patient and Administration Co-ordinator (PACO) plays a central role in supporting both patients and clinicians within the ADHD service. Acting as a key point of contact, the role ensures that patients are guided through assessment and treatment pathways in a clear, compassionate and well-organised way, while also providing essential administrative support to the clinical team.

Main duties of the job

The main duties of the Patient and Administration Co-ordinator include supporting patients and their families through the administrative aspects of the ADHD pathway, coordinating appointments, and assisting with the completion of assessments and questionnaires. The role involves managing patient communications, monitoring attendance, maintaining accurate records on electronic patient systems, and ensuring information is handled in line with confidentiality and data protection requirements. The PACO also provides administrative support to clinicians, including diary management, clinic coordination, and liaison with GP practices, NHS partners and other relevant organisations to ensure joined-up care.

About us

Brighton and Hove Federation (B&HF) is a member-led organisation made up of six Primary Care Networks and 31 GP practices across Brighton and Hove. Working collaboratively with practices and patients, the Federation provides high-quality clinical and support services to NHS Primary Care. Guided by values of compassion, openness, sustainability and community focus, B&HF aims to improve patient outcomes, support staff wellbeing, and strengthen the long-term viability of Primary Care by delivering services at scale that respond to local needs.

Job responsibilities

• Act as a first point of contact for patients, carers and family members via phone, email and in person.
• Support patients in completing questionnaires, forms and assessment paperwork, offering clear guidance in an accessible and supportive manner.
• Guide patients through the ADHD assessment and treatment pathway, explaining processes, timelines and next steps.
• Navigate appointments with patients, including booking, confirming, rescheduling and reminding patients of upcoming appointments.
• Monitor attendance and follow up with patients who miss or cancel appointments.
• Maintain a professional, empathetic and non-judgmental approach in all patient interactions.
• Support/ manage/ signpost patients onto VCSE partners providing the lifestyle modifications.

Clinical Team Administrative Support

• Provide administrative support to clinicians, including diary management and rota coordination.
• Prepare and manage clinic appointment lists.
• Support the management of clinical correspondence, reports, documentation and prescription requests.
• Assist in the coordination of multidisciplinary team (MDT) meetings, including scheduling and preparation of agendas and minutes where required.
• Track workflow and ensure clinicians have the information and documentation needed for appointments.
• Liaising with NHS organisations (including GP surgeries and SPFT), schools or relevant departments to ensure joined up care

Data Management & Governance

• Accurately input and update patient information on electronic patient record systems.
• Ensure all data is handled in line with confidentiality, consent and information governance policies (e.g. GDPR).
• Maintain organised digital and paper filing systems.
• Support service audits and data collection where required.

Service Support & Improvement

• Identify gaps or delays in administrative processes and suggest improvements.
• Support service development projects and quality improvement initiatives.
• Contribute to a positive, inclusive and supportive service culture.

Person Specification

Experience

• Proven experience in an administrative, coordination or customer-facing role (healthcare or mental health desirable).
• Experience working in mental health, neurodevelopmental or ADHD services.
• Understanding of ADHD and associated challenges across the lifespan.

Skills/Abilities

• Excellent communication skills both verbal and written
• Strong organisational and time management skills
• Confidence in supporting patients to complete forms and understand process
• Experience managing rotas or clinical schedules.
• Ability to manage sensitive information with discretion and professionalism.
• Knowledge of electronic patient record systems (S1/EMIS)

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.

Full-time,Part-time,Job share,Flexible working