Welby Admin Support Care Coordinator

Job description

Job responsibilities

Below are the core responsibilities of the Welby Admin Care Coordinator role. This list is not exhaustive and will be reviewed on an annual basis or sooner if deemed necessary. There may be times when the post-holder is required to carry out tasks outside of the list below to assist with the needs of the Practice/ PCN:

Recall Coordination

• Coordinate and manage patient recall systems across all three Practices in line with Welby protocols and agreed Practice processes
• Run and monitor recall searches for long-term conditions, medication monitoring, QOF, and clinical safety recalls
• Ensure recalls are actioned within agreed timeframes and escalated appropriately when overdue or complex
• Contact patients via approved communication channels to arrange appointments, reviews, tests, or follow-up
• Maintain accurate documentation and coding of recall activity on the clinical system (e.g. SystmOne)
• Support Practices to standardise recall processes and improve consistency across the PC

Pathology Coordination & Module Roll out

• Work with the PCN Digital Lead to coordinate the phased implementation of the Welby Pathology module across three Practices
• Map current pathology workflows with Practice clinicians and support transition to agreed standard processes
• Process incoming pathology and diagnostic results in line with Practice and PCN protocols
• Allocate results to clinicians for review, ensuring urgent and abnormal results are prioritised
• Action clinician instructions following review, including patient communication, follow-up testing, and recalls
• Track outstanding and missing results, ensuring robust safety netting and escalation where required
• Support training, guidance, and troubleshooting during roll-out phases

Prescribing Coordination & Full Module Delivery

• Plan with the Digital Lead the full roll out and ongoing delivery of the Prescribing module across all Practices
• Coordinate repeat prescribing workflows in line with PCN and pharmacy team protocols
• Support medication monitoring, recalls, and reviews in collaboration with the Pharmacy Team
• Liaise with PCN and Pharmacy Teach and Community Pharmacy regarding prescription queries and workflow issues
• Identify patients overdue for medication reviews or monitoring and ensure appropriate follow-up
• Maintain accurate prescribing-related records, coding, and audit trails to support medicines safety

Project Management & Implementation

• Support planning, coordination, and delivery of Welby modules using a phased implementation approach
• Track progress, risks, actions, and milestones for Pathology and Prescribing roll-out
• Work with Practice Managers, Clinical Leads, and PCN teams to embed new workflows sustainably
• Collect data and metrics to support reporting, quality improvement, and decision making
• Contribute to the development of SOPs, templates, and standardised processes across Practices

Multidisciplinary & Collaborative Working

• Work closely with GPs, Nurses, PCN Pharmacy Team, Practice Administrators, and other PCN staff
• Attend relevant Practice and PCN meetings to provide updates on Welby delivery and performance
• Share learning, good practice, and improvement opportunities across Practices
• Act as a point of contact for Welby related operational queries
• Train Practice staff to use Welby and support in fact finding/ queries

Quality, Safety & Governance

• Ensure all work is completed in line with PCN policies, SOPs, and clinical governance standards
• Identify, escalate, and support resolution of safety concerns related to recalls, pathology, or prescribing
• Support audits, QOF, MOIS, and other quality improvement initiatives
• Maintain confidentiality and comply with GDPR, safeguarding, and information governance requirements

Person Specification

Experience

• Obtain strong knowledge and understanding Safeguarding, Data Protection, Confidentiality and GDPR
• Knowledge of how the NHS works, including General Practice and Primary Care Networks

Qualifications

• GCSE Grade 4 (or equivalent) in mathematics and English
• Experience working in General Practice
• Experience working in a multi-disciplinary team

• Experience in collecting, monitoring and evaluating data, using the figures to measure the impact and quality of services
• Experience using SystmOne or EMIS

Other requirements

• Meet the Disclosure Barring Service (DBS) check requirements
• Willingness to work flexible Hours, when required, to meet demands
• Able to drive to different PCN sites and homes

Skills

• Exceptional communication skills, both written and oral
• Strong listening ability, able to identify the patients needs
• Strong organisational skills, including planning, prioritising, time management and record keeping
• Competent IT literacy as well as MS Office and email
• Able to efficiently plan and prioritise tasks and workflow
• Self-autonomous but able to work within both Practice and Pharmacy teams

Personal Qualities

• Positive and confident persona
• Approachable and supportive towards colleagues and patients
• Able to use initiative and problem solve
• Resilient and able to operate in a calm professional manner during busy and high demand periods
• Flexible and cooperative dependent on the needs of the PCN/ Practice
• Highly motivated and focused
• Willing to learn and develop
• Ability to maintain effective working relationships and to promote collaborative practice with colleagues

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

Maywood Surgery

Address

225 Hawthorn Road

Bognor Regis

West Sussex

PO21 2UW

Employer's website

https://www.maywoodsurgery.com/