Practice Care Coordinator

Gillingham Medical Practice; Gillingham; On-site; GBP 20,000 - 25,000; Part time

Job summary

A medical practice in the UK seeks a Practice Care Coordinator to manage various administrative functions and provide support to patients and staff. The ideal candidate will have excellent communication skills and experience in healthcare administration. This role involves booking appointments, processing referrals, and collaborating with healthcare professionals. The position is part-time, requiring flexibility and multitasking. Competitive leave benefits and a supportive work environment included.

Benefits

Attractive annual leave entitlement

Paid sick leave after probation

Social events throughout the year

Qualifications

• Experience in an administrative role, preferably in healthcare.
• Ability to work flexibly and under pressure.
• Familiarity with GDPR guidelines.

Responsibilities

• Open and close the practice securely.
• Manage email and postal correspondence.
• Book appointments and deal with patient queries.
• Maintain patient records in compliance with regulations.

Skills

Effective communication

Organizational skills

Ability to multitask

Tools

SystmOne

Word

Excel

Outlook

Job description

Are you great at communicating, highly motivated, well organised with the ability to perform effectively under pressure? Are you able to work flexibly and multitask?

Would you like to be part of a brand new role within our practice where no two days are the same - from booking patient appointments, sending referrals, processing medical correspondence to signposting patients to appropriate services. We are looking for an experienced, dynamic team player to join our friendly practice team!

This post is for 20 hours per week, working the following shift pattern -

Monday - 8:15am - 18:30pm

Tuesday - 12:45pm - 18:30pm

Thursday - 13:30pm - 18:30pm

Extended hours may be required to cover to annual leave.

Interviews for this role will take place on Thursday 9th October 2025.

We appreciate the interest of all applicants; however, those who have previously applied will not be considered for this role.

Main duties of the job

The Practice CareCoordinator will work collaboratively across all administrative areas withinthe practice. This is a varied key role to include being the first point ofcontact to patients and visitors. Aswell as communicating with externalsecondary services to process and action requests. Ensuring a professional,efficient, seamless service is provided to all our patients.

About us

We are a thriving practice,based over 2 sites - with a well established team, including six GP partners,salaried/retained GPs, ANPs, Multiskilled Nursing Team, Pharmacy, WellbeingTeam and Mental Health Nurse. All supported by a fantastic Care Navigation andAdmin Team. Providing high quality primary healthcare to a rural population ofover 13,280 patients. We are innovative and forward-thinking practice and liketo work collaboratively with our team and external partners to provide the bestpossible care to our patients.

Our practice is a friendlywelcoming place to work, where you will feel part of a strong and supportiveworkforce. We pride ourselves on staff wellbeing. This being fundamental to theethos of the Practice.

We offer an attractive annualleave entitlement, regular one to one meetings and yearly performance anddevelopment reviews. Birthday leave, paid sick leave after probationary period,and paid dependency leave (subject to management discussion). We also offervarious social events throughout the year.

The Practice is an equalopportunities employer, and will not discriminate on the grounds of disability,sex, sexual orientation, race, religion or similar belief, or age.

Applicants applying for thisrole currently registered at Gillingham Medical Practice will be required toregister with neighbouring practice if successful.

If you have not heard back fromthe Practice within 2 weeks of the closing date, please assume you have notbeen successful.

Job responsibilities

The following are the core responsibilities ofthe Practice Care Coordinator. There may be on occasion, a requirement to carryout other tasks; this will be dependent upon factors such as workload andstaffing levels:

1. Responsibility of opening/closingthe practice and turning off/on security alarms to ensure the practice is readyto welcome patients and safely secure at night
2. Using Word, Excel, Outlook,SystmOne, eRS, Cinapsis, C the Signs, UniView and PACS to facilitate the smoothoperation of the practice through efficient and effective administrativesupport
3. Monitoring multiple email inboxesand postal mail to ensure appropriate action taken for incoming correspondence
4. Checking practice website portaldaily for new patient registration forms, change of contact details andcomplaints
5. Registering of new and temporarypatients
6. Granting online access to patients,maintaining good working knowledge of the NHS app, SystmOnline and digitalprocedures including electronic record access and third-party consent whilstensuring GDPR guidance is followed
7. Booking appointments and dealingwith queries from patients, secondary care services and external organisations
8. Signposting patients to services whereappropriate
9. Dealing with tasks received from GPsand other healthcare professionals, ensuring all urgent and routine within 24hours tasks are completed in a timely manner
10. Processing referrals and checkingthe eRS worklist data
11. Logging and dealing with requestsfor reports, letters and copies of medical records from patients and externalorganisations
12. Taking payments for private letters,reports and medicals
13. Issuing repeat prescriptions,processing medication requests and liaising with the in-house pharmacy teamwhere appropriate
14. Liaising with local pharmacies
15. Receiving medication from hospitalcouriers and contacting patients to arrange collection
16. Organising urgent patient ambulancesrequested by the clinical team
17. Ensuring mandatory training iscompeted in a timely manner

Person Specification

Qualifications

• Please refer to attached Job Description & Person Specification

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.