Patient Services Coordinator

Charnwood GP Network; Loughborough; On-site; GBP 28,000; Full time

Job summary

A healthcare federation in Loughborough is seeking a Patient Services Coordinator to deliver high-quality, patient-centered care. The role involves managing appointment bookings, supporting NHS projects, and ensuring a seamless patient experience. The successful candidate will possess strong communication and organizational skills, with at least 2 years of healthcare administration experience. Proficiency in using clinical systems and a good understanding of primary care are essential. This position offers a salary of £27,167.69 based on a 37.5-hour work week.

Qualifications

• Experience working in a primary care/healthcare setting at an administrative level.
• Proven experience of rota management and supporting senior managers.
• At least 2 years recent experience in a similar role.

Responsibilities

• Manage appointment bookings and referrals.
• Provide administrative support to NHS projects.
• Coordinate various patient services effectively.

Skills

Strong communication skills

Time management

Attention to detail

IT proficiency

Organisational skills

Education

GCSEs including Maths and English

Tools

SystmOne

Microsoft Office Suite

Job description

Charnwood GPNetwork is looking for an enthusiastic and highly organised Patient Services Coordinator to join our GP Federation team. In this key role, you’ll help deliver high‑quality, patient‑centred care by managing appointment bookings, referrals, and supporting neighbourhood level and at scale projects ensuring patients receive timely and efficient support. You’ll work closely with clinical and administrative colleagues to keep services running smoothly and champion the Federation’s values.

Main duties of the job

The successful candidate will demonstrate strong communication skills, attention to detail, and the ability to work effectively in a busy environment. If you are committed to improving patient experience and supporting primary care services, we welcome your application.

About us

Charnwood GPNetwork is a Federation of 22 General Practices covering the localities of Charnwood in and around West Leicestershire. The network encompasses four Primary Care Networks (PCNs), which work collaboratively as part of the federation. This exciting opportunity will involve working closely with the Service Delivery Manager, senior management team, Clinical Directors, and PCN GP Practices to deliver and develop new clinical services and pioneer innovative ways of collaborative working for the benefit of our patients.

Job responsibilities

The Patient Services Coordinator will play a crucial role in supporting the operational delivery of NHS projects, ensuring the seamless coordination of all our current NHS projects and all our future service development.

The post holder will play a vital role in ensuring the day‑to‑day running of various patient services, ensuring that effective methods are put in place for these services to operate efficiently, delivering a high‑quality service to patients.

The post holder will be highly organised and proactive and can work flexibly in a fast‑paced healthcare environment. The post holder must be able to manage competing priorities, provide excellent administrative support and contribute to service development.

The post holder will be a dynamic, self‑motivated individual, who is analytical, with excellent communication skills. They should be proactive and organised, with the ability to meet tight deadlines and have a can‑do approach to their work.

The post holder will have excellent communication skills and be flexible in their approach, using their initiative to manage conflicting priorities. The right candidate will be confident in using clinical systems such as SystmOne, MS Office (Word, Excel, Outlook, PowerPoint) and in learning to use new computer systems. Experience in general practice is essential, and the post holder will have good working knowledge of primary care.

Working Hours

Working days will be Monday, Tuesday, Friday, Saturday. This is an office‑based position, but there may be occasions where working at alternative sites may be required.

Hours and working pattern can be discussed in more detail at interview.

Working from home may be an option but will depend on the needs of the business.

Primary key responsibilities:

The following are the core responsibilities of the Patient Services Coordinator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

• Leading on the PCN and at‑scale service provisions provided by the Federation and will include:
  • Ensuring effective rota management and supporting workforce planning to maintain adequate staffing levels.
  • Acting as a key point of contact for internal and external stakeholders, responding to queries professionally and promptly.
  • Providing reception and secretarial functions including task management and inter‑practice referrals.
  • Providing induction support for new starter clinical staff and ensuring their ongoing registrations and mandatory training is maintained in line with the service provision.
  • Booking patient clinics and maintaining waiting lists.
  • Ensuring medical equipment is maintained and in good working order.
• Providing comprehensive administrative support for planning, implementation, and evaluation of projects:
  • Supporting project coordination, ensuring deadlines and key deliverables are met.
  • Developing and maintaining accurate project documentation, reports and databases and claims, ensuring compliance with confidentiality and data governance policies.
  • Assisting in the implementation of service improvements, audits, and quality initiatives.
  • Supporting the management of contracts and service agreements, ensuring adherence to NHS policies, guidelines and statutory regulations.
  • Maintaining an effective filing system and supporting the monitoring and reporting of Key Performance Indicators (KPIs).
  • Assisting with risk assessments and incident reporting procedures and complaints.
  • Supporting the coordination and delivery of MDTs within the PCNs.
  • Promoting a culture of continuous improvement, building and maintaining effective relationships with healthcare providers, commissioners, and other key stakeholders.
  • Acting as a liaison between various teams, ensuring effective information sharing and collaboration.
  • Communicating operational updates to staff, ensuring clarity and alignment with organisational objectives.

PLEASE NOTE: our office may be closed at points throughout the Christmas period. If you have a query about this job advert and are unable to get through to the contact details listed, please leave a message and we will get back to you in the new year.

Person Specification

Experience

• Experience of working within Primary care/Healthcare setting at an administration level.
• A good level of knowledge and understanding of the primary care sector and/or the healthcare sector.
• Evidence of having achieved personal and departmental objectives within the workplace.
• Experience of working with clinical systems and administrative IT programs and software such as (SystmOne / EMIS / Aristotle) Microsoft Office Suite.
• Previous experience of supporting Senior Managers.
• Completed the Making Every Contact Count (MECC) training.
• At least 2 years recent experience in a similar role, either paid or unpaid.
• Proven experience of Rota Management.

Qualifications

• GCSEs to include Maths and English.
• Knowledge of Advanced ECDL/Microsoft Office Specialist (MOS) or similar.

Skills and Capabilities

• Excellent time management skills, capable of prioritising and managing competing demands and workloads.
• Excellent oral and written communication skills; able to engage effectively with a wide range of audiences.
• High level literacy and numeracy skills with a passion for detail and accuracy.
• Able to establish, maintain and develop effective relationships across the Network and with external organisations.
• Discretion in the handling of sensitive and confidential information.
• Excellent interpersonal skills, able to build professional and personal credibility to gain the support of colleagues and external organisations.
• Ability to work under pressure and to tight and often changing deadlines.
• Strategic thinking ability to anticipate and resolve problems before they arise.

Values and Behaviours

• Demonstrate commitment to and focus on quality, promotes high standards to consistently improve patient outcomes.
• Demonstrably involves patients and the public in their work.
• Values diversity and difference, operates with integrity and openness.
• Actively develops themselves and others.
• Self‑awareness in terms of emotional intelligence, biases and personal triggers with cultural sensitivity and awareness.

£27,167.69 a year

This salary is based on 37.5 hours per week and will be pro‑rota.