Workflow Co-Ordinator (Clinical)

NELFT NHS Foundation Trust; Basildon; On-site; GBP 28,000 - 31,000; Full time

Benefits offered by this job

High Cost Area Supplement – FringeZone

Job summary

NELFT NHS Foundation Trust is seeking a highly organised Workflow Coordinator (Band 4) to support Basildon and Wickford ICT in delivering patient-centred community care.

The role involves coordinating referrals, MDT meetings, and liaison with primary and secondary care, social care and voluntary partners to ensure timely, integrated care delivery. Strong IT and reporting skills are essential.

Responsibilities

• Coordinate patient access, referrals and workflow across planned and unplanned care within the Integrated Community Team.
• Lead the administrative and organisational functions of MDT and case management meetings.
• Monitor referral pathways, escalation processes and follow-up actions to ensure timely intervention.
• Maintain accurate patient records and update systems and databases (SystmOne, others).
• Support workforce and operational functions, including staffing allocation and service alerts.
• Produce reports and assist with performance monitoring, audit and service improvement activities.
• Provide professional admin support to clinical teams, service users and partner organisations.
• Act as central point of contact for service users, carers and professionals involved in care coordination.

Skills

Coordination

Administrative leadership

Workflow management

MDT coordination

Reporting

Tools

SystmOne

Microsoft Office

Job description

Job summary

We are seeking a highly organised and proactive Workflow Coordinator (Band 4) to support the delivery of high-quality, patient-centred services within the Basildon and Wickford Integrated Community Team (ICT). This pivotal role provides coordination, administrative leadership, and workflow management across planned and unplanned care pathways, ensuring patients receive timely and effective support from community health services.

Working closely with Operational Leads, Clinical Leads, Senior Community Nurses, Complex Case Managers and the wider multidisciplinary team, the post holder will coordinate referrals, support workflow, facilitate MDT meetings, and act as a key liaison between service users, carers, primary care, secondary care, social care, and voluntary sector partners. The role contributes significantly to case management, care coordination and service performance, helping to ensure safe, effective and integrated care delivery in line with Trust values.

Main duties of the job

• Coordinate patient access, referrals and workflow across planned and unplanned care functions within the Integrated Community Team.
• Support workflow and care coordination by working collaboratively with multidisciplinary teams, primary care, secondary care and community services.
• Lead the administrative and organisational functions of multidisciplinary team (MDT) and case management meetings.
• Monitor referral pathways, escalation processes and follow-up actions to ensure timely intervention and continuity of care.
• Maintain accurate patient records and update relevant information systems, including SystmOne and other Trust databases.
• Support workforce and operational functions, including HealthRoster management, staffing allocation processes and monitoring service alerts.
• Produce reports, analyse caseload data and assist with performance monitoring, audit and service improvement activities.
• Provide professional administrative support to clinical teams, service users and partner organisations, ensuring excellent standards of communication and customer service.
• Act as a central point of contact for service users, carers and professionals involved in case management and care coordination.
• Support new staff induction processes and contribute to the efficient day-to-day running of the service.

About us

NELFT NHS Foundation Trust provides mental health and community services for over 4.9 million people living in the London Boroughs of Waltham Forest, Redbridge, Barking and Dagenham, Havering, and across Essex.

We work to ensure our patients, their friends and family, feel confident that their health needs are well met. With an excellent reputation for research and development, our skilled health professionals are at the cutting edge of evidence-based innovation, opening up the possibilities for better ways of working and delivery of care.

Job responsibilities

Detailed job description and main responsibilities

The Workflow Coordinator will work as an integral member of the Basildon and Wickford Integrated Community Team, providing comprehensive coordination and administrative support across a range of clinical and operational functions. The role is central to ensuring effective referral management, workflow and care coordination within adult community health services.

The post holder will coordinate and monitor referrals received by the service, ensuring they are appropriately managed, allocated and actioned in collaboration with clinical colleagues. They will work closely with Operational Leads, Clinical Leads, Community Teams and Complex Case Managers to support timely assessments, interventions and follow-up care, helping to optimise patient outcomes and reduce avoidable hospital admissions.

A key aspect of the role involves coordinating multidisciplinary team and case management meetings. Responsibilities include scheduling meetings across GP practices and partner organisations, preparing agendas, circulating information in advance, recording formal minutes, maintaining action logs and ensuring agreed actions are completed. The post holder will be responsible for maintaining accurate and contemporaneous records across relevant IT systems and databases.

The Workflow Coordinator will provide a central communication and liaison function for service users receiving coordinated care. This includes working collaboratively with primary care, secondary care, social care, ambulance services, voluntary sector providers, carers and other professionals involved in care delivery. The post holder will ensure that information is communicated effectively and confidentially, supporting integrated working across organisational boundaries.

The role requires advanced organisational and IT skills, including the use of Microsoft Office applications, patient record systems, workforce management systems and reporting tools. The post holder will contribute to service monitoring through data collection, report generation, audit support and the analysis of caseload and performance information to support service improvement initiatives.

The successful candidate will demonstrate professionalism, initiative and flexibility, maintaining high standards of administration and customer service while managing competing priorities within a busy and dynamic healthcare environment.

Starting with NELFT

NELFT places a great deal of importance on ensuring all new starters receive a supportive and comprehensive introduction to the Trust. All new starters join the Trust on the first Monday of each month and undertake a structured induction programme of up to two weeks. This includes mandatory training, systems training and the provision of required equipment.

New colleagues will also have the opportunity to meet members of the Executive Team and senior leaders, while attending sessions focused on staff engagement, health and wellbeing, equality and diversity, and key organisational processes.

Probationary Period

This post will be subject to a probationary period.

Internal applicants are exempt from the probationary period unless currently undertaking a probationary period or employed on the Trust bank.

High Cost Area Supplement – Fringe Zone

This post attracts a High Cost Area Supplement (Fringe Zone), which covers areas just outside the M25, including parts of Essex, Kent, Hertfordshire and Surrey.

The Fringe Zone weighting is 5% of basic salary, subject to the nationally agreed minimum and maximum payments and applied on a pro-rata basis for part-time staff.

Working for Us

Joining #TeamNELFT means becoming part of a welcoming, inclusive and supportive organisation. We are proud to be CQC rated Good and are committed to delivering outstanding care experiences for our communities. NELFT provides a wide range of community and mental health services across North East London, Essex, Kent and Medway, supporting people to receive high-quality care closer to home.

We are recognised for our commitment to equality, diversity and inclusion and are proud of our staff wellbeing initiatives. NELFT is a Level 3 Disability Confident Leader, a Working Families Top Employer, and holds Carers UK accreditation in recognition of our support for working carers.

At NELFT, we are committed to creating a compassionate, inclusive and supportive culture where staff feel valued, respected and empowered to achieve their full potential. Through strong leadership, development opportunities and staff networks, we strive to ensure that when our staff thrive, our patients receive the very best care.

Person Specification

Qualifications

Essential

• Please see attached Job description

Experience

Essential

• Please see attached Job description

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: NELFT North East London Foundation Trust

Address: Craylands Clinic, Basildon, Essex, SS14 3RR, United Kingdom

Employer's website:

Employer contact details

For questions about the job, contact:

Deputy Operational Lead

Bryony Wellman

[e-mail]

Details

Pay scheme: Agenda for change

Band: Band 4

Salary: £28,392 to £31,157 a year

Contract: Permanent

Working pattern: Full-time

Reference number: CCX-3BBL-002144

Job locations: Craylands Clinic, Basildon, Essex, SS14 3RR, United Kingdom