Administration Care Coordinator
Job summary
We are looking for an organised, proactive and confident Administration Care Coordinator to join the Jurassic Coast Primary Care Network team.
This is a varied role combining day-to-day administration and service coordination with opportunities to support digital systems, population health work and data-led service improvement. You will work closely with colleagues across our member practices to help keep PCN services running smoothly, supporting areas such as patient contact, referrals, waiting lists, clinic administration, SystmOne processes and communications.
The role would suit someone with strong administrative skills who is comfortable using digital systems, enjoys problem solving and can confidently manage a varied workload. Experience within primary care or the NHS would be an advantage, but just as important is being organised, adaptable and willing to learn.
You will be joining a friendly and supportive PCN team working across Ammonite Health Partnership, Barton House Medical Practice and Lyme Bay Medical Practice.
Main duties of the job
The postholder will provide a broad range of administrative and coordination support across Jurassic Coast Primary Care Network, helping to ensure services and processes run smoothly across our member practices.
The role will include supporting patient contact, appointment booking, referrals, waiting lists, clinic preparation, correspondence and general PCN administration. The postholder will also support the use of SystmOne and other digital systems, including searches, templates, rotas and data reporting.
Alongside this, they will help identify patient groups who may benefit from PCN services, support population health and service improvement work, and assist with digital communications such as website updates, newsletters and social media.
The role will also involve providing basic support to colleagues and patients using digital tools, helping with the implementation of new systems where appropriate and escalating more complex technical issues when required.
About us
Jurassic Coast Primary Care Network (PCN) is a group of GP practices based in rural West Dorset, working together to provide high-quality, personalised healthcare to the local community. The PCN includes a mix of healthcare professionals like social prescribers, clinical pharmacists, care coordinators, and admin staff. These teams work across several hubs in the area to make sure everyone can access the care they need.
The PCN prides itself on being supportive and inclusive, with a real focus on staff well-being as a key part of delivering great patient care. Its built on values like respect, attention to detail, active listening, openness, empowering patients, and always learning and improving.
People who work there often describe it as fast-paced, lively, and caring. Theres a real sense of teamwork and making a difference to the lives of local patients, with the beautiful surroundings of the Jurassic Coast providing an added bonus.
Job description
Job responsibilities
Operational and Administrative Support
- Work as part of the PCN Administration Team, supporting the smooth running of day-to-day administrative processes across member practices.
- Provide flexible administrative support during periods of leave, absence or increased workload, including patient contact, appointment booking, correspondence and inbox management where required.
- Support the coordination of PCN services and pathways, including referrals, waiting lists, caseloads, clinic preparation and follow-up actions.
- Assist with the development and maintenance of operational systems, including SystmOne templates, rotas, searches, appointment structures and administrative processes.
- Maintain accurate records and support consistent, efficient ways of working across PCN services, escalating issues appropriately and contributing to service improvement where required.
Population Health and Data Insight
- Run proactive searches and population health reports using SystmOne and other systems to identify patients who may benefit from PCN services and targeted interventions.
- Use population health data, Dorset Intelligence and Insight Service tools and local datasets to support proactive care, service planning and targeted patient support.
- Review service uptake and digital engagement data to support service improvement and PCN planning.
- Maintain accurate datasets and support data quality processes across digital and care coordination systems.
Communication and Engagement
- Act as the main point of coordination for PCN digital communications, including website updates, social media content, newsletters and digital campaigns.
- Develop and maintain promotional materials to increase awareness and uptake of PCN services, digital healthcare tools and patient support programmes.
- Work with administrative colleagues to ensure communications tasks are shared appropriately and that website and social media content remains accurate, timely and consistent.
- Support patient and staff engagement with PCN services by helping to promote new initiatives, gather feedback and identify opportunities to improve communication.
Digital Systems and Service Support
- Support the day-to-day use of digital tools and systems across the PCN, helping colleagues and patients to use them effectively where appropriate.
- Support the administrative coordination and practical implementation of digital healthcare technologies, including healthcare apps, remote monitoring tools and shared care records.
- Support established PCN digital projects and service developments by helping with administration, communication, data gathering and system updates.
- Identify and escalate issues, feedback or opportunities for improvement relating to digital tools, workflows or patient access.
Education and Support
- Provide first-line support for basic digital queries from colleagues and patients, escalating technical or complex issues to the appropriate IT or digital support service.
- Support colleagues to build confidence in using agreed digital tools, systems and processes through informal guidance and practical support.
- Support patients to access and use digital health technologies where appropriate, including signposting to relevant information or resources.
- Troubleshoot basic IT, software and system issues relating to digital tools used across the PCN, escalating to IT support or management where needed.
Person Specification
Experience
- Experience working with healthcare professionals, or within NHS, social care or a related sector, either paid or voluntary
- Experience using digital systems or databases to record, manage or extract information
- Experience collecting, managing and reporting data to support service monitoring or improvement
- Experience of working collaboratively across organisations or teams
- Experience supporting patients, families or carers in a health or wellbeing setting
- Experience of working within general practice or primary care settings
Personal Qualities & Attributes
- Confident in the use of digital technology and comfortable supporting others to engage with digital healthcare tools and systems
- Ability to organise, prioritise and manage workload independently, including under pressure
- Strong team working skills with the ability to contribute positively within a multidisciplinary environment
- Ability to build rapport and trust with patients, carers and colleagues
- Clear and effective communication skills, both written and verbal, with the ability to explain information in an accessible way
- Ability to identify potential risks when working with individuals and understand when to escalate concerns appropriately
- Demonstrates professionalism, personal accountability and resilience when managing competing priorities
- Ability to build and maintain effective working relationships with colleagues, partner organisations and community groups
Skills & Knowledge
- Understanding of the personalised care approach and how it supports patient engagement and self-management
- Knowledge of SystmOne or similar clinical systems
- Competent in Microsoft Office packages including Word, Excel, Outlook and PowerPoint
- Ability to manage digital communications including website updates or social media content where required
- Good working knowledge of IT systems, software and basic hardware
- Experience managing datasets, maintaining data quality and producing routine reports
- Experience producing reports within SystmOne
- Experience managing rotas or templates within clinical systems
- Advanced Excel skills including pivot tables or macros
- Awareness of NHS digital strategy and digital transformation in primary care
- Knowledge of Dorset Intelligence and Insight Service
- Ability to interpret data, identify key themes and present findings clearly
Other Requirements
- Satisfactory DBS check in line with national guidance
- Commitment to ongoing professional development and learning new systems or approaches
- Full UK driving licence and access to a vehicle for travel across PCN sites
Qualifications
- GCSE English and Maths or equivalent qualification
- Evidence of commitment to continuous professional development
- NVQ Level 3 Certificate in Business Administration / Information and Digital Technologies / equivalent
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
Jurassic Coast Primary Care Network
Address
West Allington
Bridport
Dorset
DT6 5BN
United Kingdom
Employer's website
https://www.jurassiccoastpcn.nhs.uk/