Pcn Care Co-Ordinator - Occupational Therapy

Central North Leeds Primary Care Network Ltd; Ledston; On-site; GBP 21,000 - 29,000; Full time

Job summary

Central North Leeds Primary Care Network Ltd is seeking an administrative support role based at Shadwell Medical Centre to assist the Occupational Therapy Team with day-to-day tasks and patient caseload administration.

You will join a multidisciplinary PCN team across multiple practices, handling referrals, documentation and patient communications while using SystmOne and EMIS within strict information governance guidelines.

Qualifications

• Educated to at least GCSE level or equivalent.
• Strong IT skills with Microsoft Office, databases, Outlook and office packages.
• Experience working with the general public.
• Excellent administrative skills and the ability to work on own initiative.

Responsibilities

• Assist the PCN Occupational Therapy Team with day-to-day administration.
• Monitor and manage patient referrals and appointments.
• Complete documentation in line with PCN guidelines and information governance.
• Contact patients by SMS, phone, email or letter to update on referrals progress.
• Scan and file documents in SystmOne and EMIS, and support data entry as required.

Skills

Microsoft Office

Administrative skills

Communication skills

Teamwork

Education

GCSE level or equivalent

NVQ 3

Tools

SystmOne

EMIS

Job description

Job summary

This role includes non-clinical administrative tasks as well as some clinical patient contact and would suit a person who enjoys variety in their work. The candidate will be working with the PCN multi-disciplinary Team, the member Practices and the wider primary/community care team to ensure patients receive appropriate interventions to support them to live as independently as possible. The successful candidate must have excellent communication skills, computer skills, and be a good team player with a friendly, approachable can-do attitude. Job holder will be based at Shadwell Medical Centre alongside the Occupation Therapists, but may be required to work from any one of the practice sites within the PCN locality.

PLEASE NOTE: THE INTERVIEWS FOR THIS ROLE WILL TAKE PLACE ON FRIDAY 23RD OCTOBER 2026.

Main duties of the job

Support the PCN Occupational Therapy Team with day-to-day administration duties. Assisting in the provision of high quality service to patients and helping to manage admin relating to their caseloads.

About us

Central North Leeds PCN consists of GP Practices: Alwoodley Medical Centre, Diamond Medical Group, Meanwood Group Practice, North Leeds Medical Practice and Street Lane Practice.

There is a patient population of approximately 82,000 across those 5 Practices. We aim to provide high-quality services adhering to principles of best practice, promoting equal opportunities and working positively with diversity.

Job responsibilities

• Assisting PCN Occupational Therapy Team in the provision of high-quality service to patients.
• Support the PCN Occupational Therapy Team with day-to-day administration duties relating to their patient caseloads.
• Monitor referrals into the service and book appointments as necessary.
• Complete documentation as per PCN guidelines and Information Governance requirements, e.g. Data Protection.
• To contact patients by SMS, telephone, email and/or letter to update them regarding progress of referrals.
• Monitor and action the OT Team email account and team member Task Lists within SystmOne and EMIS.
• Carry out basic assessments and information gathering such as falls risk screen as required training will be given.
• Support patients to use decision aids in preparation for a shared decision-making conversation.
• Possibility of training to assist with basic equipment fitting.
• Provide clinical and non-clinical information as appropriate to other services.
• To generate, monitor and follow up referrals to third party organisations including hospitals, community health services and third-party organisation for updates on patients, chasing referrals and advising on any relevant changes in patients' condition as directed by PCN Occupational Therapy Team Members.
• Identify, escalation, and report any safeguarding, clinical, or operational concerns to the Occupation Therapists, PCN or member Practice Management Teams in a timely and professional manner.
• Complete Patient feedback forms and outcome measures.
• Support the production and implementation of new working processes within the service to optimise the quality of patient care.
• Contribute to project work and service improvement initiatives, collaborating across teams to support continuous improvement and efficient care delivery.
• Scan documents onto SystmOne and EMIS and forwarding these to the appropriate clinician.
• Run patient searches using the practice Clinical Systems to identify patient groups.
• Contributing to evaluation/audit and clinical standard-setting within the organisation.
• Proactively provide feedback to the PCN Management Team when patient care and service provision is impacted by changes to the PCNs policies, either negative or positive, to support the continual development of the PCN.
• Represent the organisation positively and professionally, behaving as an ambassador for the PCN by always displaying the organisations values and levels of expected professionalism.
• Awareness of, and compliance with, all relevant PCN and Practice policies/guidelines and procedures.
• Complete all necessary statutory and mandatory training modules as required and attend additional training and events organised by the service or other agencies, where appropriate.
• Duties will vary from time to time under the direction of the PCN Management Team dependent on current and evolving PCN workload and staffing levels.

Person Specification

Qualifications

Essential

• Educated to at least GCSE level or equivalent

Desirable

• NVQ 3 or equivalent and/or relevant first level professional qualification

Knowledge, Experience, Skills and Competencies

Essential

• Good technical literacy of Microsoft Office Applications e.g. Word, Excel, Teams etc. Strong, confident IT skills; able to use relevant Office packages (Word, Excel, Databases and Outlook for e-mail/calendar) and Databases (patient information).
• Experience working with the general public
• Excellent administrative skills working under own initiative

Desirable

• Knowledge of and use of Clinical Patient Record Systems eg, SystmOne, EMIS etc.
• Be aware of data protection (GDPR) and Information Governance and the importance of adhering to confidentiality policy and procedure
• Experience of working with multi-disciplinary teams
• Demonstrable experience of effective planning and organisational skills to deliver targets to deadlines, sometimes under pressure

Personal qualities and attributes

Essential

• Ability to co-ordinate and prioritise workload; skills in organisation and effective time management
• Ability to multi-task as well as be self-disciplined and highly motivated
• Conscientious, hardworking - able to work with minimal supervision
• Ability to work as part of a team of a diverse and widespread team
• Demonstrate understanding and commitment to equal opportunities and diversity
• Have access to a car and be in possession of a full current driving license with appropriate business level insurance cover appropriate

Communication

Essential

• Excellent verbal communication skills and interpersonal skills with the ability to communicate effectively at all levels including customers, patients and carers, specialist services, GPs and colleagues.
• Experience in and comfortable with one-to-one contact with people over the telephone and in person
• Excellent written communication skills with experience in report writing and presentations

Desirable

• Language skills e.g. Urdu, Polish, BSL, etc.

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.

Employer details

Employer name: Central North Leeds Primary Care Network Ltd

Address: Shadwell Medical Centre, 137 Shadwell Lane, Leeds, West Yorkshire, LS17 8AE, United Kingdom

Employer's website: Apply through our website

Employer contact details

For questions about the job, contact: PCN Support Manager, Jenna Massah, [e-mail]

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.