Care Co-Ordinator / AdministratorNHS

Job summary

The Ross Practice has a fantastic opportunity for a Care Co-Ordinator to join our committed team.

This role ensures that patients receive coordinated and comprehensive care while maintaining high data quality standards, ultimately improving overall health outcomes.

The role is part of our adminsitration team.

Main duties of the job

Collaboration: Work collaboratively with social prescribing link workers, and other health professionals as needed. Work closely with other members of the Primary Care team.

Data Management: Ensure the accuracy, completeness, and consistency of patient data.

Compliance Monitoring: Assist in ensuring compliance with the Quality and Outcomes Framework (QOF),

Data Audits: Participate in regular audits and data quality checks to identify and resolve discrepancies.

Meeting Coordination: Co-ordinate and minute Adult and Child Multi-Disciplinary Team Meetings (MDT) and weekly Care Home Meetings.

Review Scheduling: Invite and book reviews for Serious Mental Illness, Learning Disability, Long Term Conditions and Severe/Moderate Frailty.

Patient Support: Support patients self-referring and invite and book Carer reviews.

Carer Support: Provide signposting for Carers, e.g., to the social prescribing team.

Proactive Initiatives: Take initiative to identify areas for improvement in patient care and data management processes and implement solutions to enhance overall efficiency and effectiveness.

Additional Roles: Perform any other roles as deemed necessary to support the delivery of care to the Practice and PCN population.

Knowledge of Regulations: Understanding of healthcare data standards and regulations.

Private insurance - to manage and plan the Practice private insurance and SARs

Job description

The Care Coordinator plays a key role in supporting patients to navigate and access health and care services within the GP practice and wider healthcare system.

The post holder will coordinate care and support for patients, particularly those with:

• Long-term conditions
• Frailty
• Complex health needs
• Mental health conditions
• Social vulnerabilities

The Care Coordinator will work collaboratively with the multidisciplinary team (MDT), community services, social care, voluntary organisations, and carers to ensure patients receive timely, person-centred, and coordinated care.

Main Duties and Responsibilities

Care Coordination

• Coordinate patient care across health and social care services
• Support continuity of care for patients with complex needs
• Assist patients in navigating healthcare services
• Support delivery of personalised care plans
• Monitor and follow up actions from MDT meetings
• Ensure patients are referred to appropriate services

Patient Support

• Contact patients to arrange appointments, reviews, and follow-up care
• Support patients to engage with health and wellbeing services
• Assist vulnerable patients to access appropriate support
• Identify barriers to accessing care and escalate concerns where appropriate
• Provide non-clinical support and information

Multidisciplinary Team (MDT) Working

• Participate in MDT meetings
• Coordinate actions arising from MDT discussions
• Liaise with:
• GPs
• Nurses
• Social prescribers
• Community teams
• Care homes
• Social services
• Voluntary sector organisations

Long-Term Condition and Frailty Support

• Support proactive management of patients with long-term conditions
• Assist with recalls and monitoring
• Support care planning for frail patients
• Help identify patients requiring additional support

Care Home Support

• Assist with coordination of care for care home residents
• Support ward rounds and follow-up actions
• Communicate with care home staff and families where appropriate

Administrative Responsibilities

• Maintain accurate patient records
• Document patient contacts and care coordination activities
• Manage tasks and workflow appropriately
• Support audits and reporting requirements
• Assist with service improvement initiatives

Safeguarding Responsibilities

The post holder must:

• Recognise safeguarding concerns
• Follow safeguarding procedures
• Escalate concerns promptly to appropriate clinicians or agencies

Confidentiality and Information Governance

The post holder must comply with:

• UK GDPR
• Data Protection Act 2018
• NHS Confidentiality Code of Practice
• Practice information governance policies

Patient information must be handled securely and confidentially at all times.

Accessible Communication

The practice will comply with the Accessible Information Standard.

The Care Coordinator should:

• Identify communication needs
• Support accessible communication methods
• Arrange interpreters or support where required

Official Guidance

NHS England Accessible Information Standard

Health and Safety

The post holder will:

• Follow health and safety policies
• Participate in mandatory training
• Maintain infection prevention standards
• Report incidents and hazards promptly

Equality and Diversity

The practice is committed to promoting:

• Equality
• Diversity
• Inclusion

All patients and staff will be treated fairly and respectfully.

General Responsibilities

• Work collaboratively within the practice and PCN team
• Attend meetings and training sessions
• Participate in quality improvement activities
• Undertake additional reasonable duties relevant to the role

Person Specification

Essential Criteria

Qualifications

• Good standard of education including English and Maths

Skills and Experience

• Excellent communication and interpersonal skills
• Organisational and coordination skills
• Ability to work independently and within a team
• IT literacy
• Ability to prioritise workload
• Experience dealing with vulnerable individuals

Knowledge

• Understanding of patient confidentiality
• Awareness of health and social care services
• Understanding of person-centred care

Personal Qualities

• Compassionate and empathetic
• Professional and reliable
• Flexible and adaptable
• Patient-focused
• Good problem-solving skills

Desirable Criteria

• Experience in healthcare, social care, or community support roles
• GP practice or NHS experience
• Knowledge of long-term conditions and frailty
• Experience with clinical systems such as:
• EMIS Web
• SystmOne
• Understanding of safeguarding procedures
• Knowledge of local community services

Disclosure and Barring Service (DBS)

This role may require:

• Enhanced DBS check
• Occupational health clearance

Performance Standards

The post holder will be expected to:

• Maintain accurate records
• Support effective care coordination
• Promote positive patient experiences
• Meet service targets where applicable
• Work within agreed protocols and procedures

Review

This job description may be amended periodically following consultation with the post holder to meet service requirements.

About us

The Ross Practice located in Harlow with easy access to the M11 and train services.

We are made up of 4 Partners, nursing team, management team and a supportive administration team.

We are part of Harlow South PCN.

CQC 'good' rating last inspected in May 2026.

We are a SystmOne Practice which also operates AccuRx and Ardens.

If you would like to discuss this role in more detail please contact Beth Wilson Practice Manager, [email protected]