Senior Service Coordinator

7 days ago

Sheffield, Sheffield, United Kingdom Primary Care Sheffield Full time

Job summary

The role isoffered either as 1 x full time role - hours per week or 2 x part time roleswhich is split between Darnall PrimaryCare Centre Monday and Tuesday - 15 hours and MulberryPractice Wednesday, Thursday and Friday - hours

We are looking for a highly motivated,effective coordinator who has the desire to develop their leadership skills andexpertise.

The role of the Senior Practice Coordinatoris varied and exciting. The idealcandidate will relish the challenge of working in general practice,communicating with patients and clinicians alike and working within a friendly,hardworking team.

We have a secure, free car park, bikestorage and showers at Darnall, the practice is also on a bus route. For ourMulberry team we pay the parking charge in a city centre car park plus thepractice benefits from great connections for train, bus and tram.

Informal visits are encouraged, if youwould like to know more, please contact the Support Manager at Darnall Matthew England or MulberryNicola Pryor

Interviews are planned for Wednesday 10thJuly 2024.

The advert may close early should asuitable number of applications be received and therefore we recommend yousubmit as soon as you are able.

Main duties of the job

The Senior Practice Co-ordinator will be responsible forthe delivery of an innovative, professional, high quality and efficientadministration service to the practice population.The post holder will work collaboratively with the Support Manager and OperationsManager to continually seek ways to improve processes, efficiency and topromote agile ways of working.

About us

Primary Care Sheffield (PCS) is a GP-led organisation.Our shareholders are 75 GP practices in Sheffield covering around 600,000 patients.As well as providing a unified voice for general practice in the city, we play an activerole both within our Accountable Care Partnership (ACP) and the wider South Yorkshire andBassetlaw Integrated Care System (ICS). You will play a key role in ensuring weembed high standards of patient care and the services we provide are of highquality.

Job description

Job responsibilities

Provide operational leadership across the practice service. Manage and coordinate the administrative process of registering newpatients for primary care services, ensuring patients have timely access tohealth care provision. Lead the receptionteam to provide a culturally sensitive service to meet the needs of patients. Manage clinical andnon-clinical rotas to ensure an adequate level of staffing for planned and surgedemand. Work on the receptiondesk when required to provide leadership to the team and support patients inchallenging situations to provide solutions. Provide training tothe reception team to ensure patients are navigated through the practicecorrectly. Analyse, interpret andaccurately report service activity both internally and externally. Continually assess the effectiveness of processes and proceduresreporting back to Support Manager. Reviewing,prioritising and redistributing work where appropriate. Deputising for theSupport Manager when required. Monitor progress and chase against identified actions that are required,following on from meetings and delegated duties. Promote effectivecommunication, team working and opportunities for sharing best practice withinthe team. To provide high level, professional andconfidential administrative support as part of an administrative team. Work with the Support Manager to develop, innovateand make efficient standard ways of working. Continually assess the effectiveness ofprocesses and procedures reporting back to Support Manager. Offer directional support to the administrationteam ensuring that administration, facilities and reception worktogether to provide a high quality service. Monitor work steams for high quality workflowand productivity of direct reports, and adherence to agreed ways ofworking, providing appropriate management information as required Provide administrative support as required tosenior team where appropriate monitoring work list and tasks to ensure all workis completed in a timely manner. Identify training and development areas, sourcingtraining solutions and working with the Support Manager to deliver. Using excellent communication, persuasion,and negotiation skills to receive and communicatecomplex and sensitive information from and to a range of stakeholdersacross organisations using telephone, e-mail and face to face. This willinclude regularly receiving requests and demands from persons both external and internal toPCS such as Directors/Managers, GP practices, secretaries and patients. Monitor services KPIs in line with agreedcontracts/policies/procedures. To apply knowledge of administrative systems andprocedures to problem solve and where necessary developalternative or additional systems that support quality delivery of services. Provide administrative support as required, tointernal meetings and other formal meetings in the form of notesand/or action points. Escalate / direct specific issues to keyindividuals within the wider PCS team as required, using knowledge ofroles and responsibilities within the members of the services. Assist in managing processes by providinginformation and analysis as appropriate.

This job description should not be regarded asdefinitive. It is intended to provide the post-holder with a broad outline of their function. Thepost-holder may be required to undertake any other duties reasonably falling within thegrade of this post.

General Responsibilities

When required, act flexibly within your role,which may include extended working days and working on alternate sites.This will be in consultation with your line manager in line with PCS policies. The post holder will be managed by the SupportManager but will be expected to act independently exercising soundjudgement to support others in the team. The post holder will act autonomously in areasof the work seeking advice when necessary. The post holder will have regular 1:1s with linemangers to support ongoing development and reviewperformance.

Health & Safety:

The post-holder will assist in promoting and maintainingtheir own and others health, safety and security as defined in the Practice Health& Safety Policy, reporting potential risks identified.

Communication:

The post-holder should recognise the importance ofeffective communication within the team and will strive to:

Communicate effectively with other team members. Communicate effectively with patients and carers. Recognise peoples needs for alternative methodsof communication and respond accordingly. Person Specification

Qualifications

Essential

5 GCSEs Grade A-C (or equivalent) including English Level 3 leadership or management qualification, NVQ 3 Business Admin or equivalent work experience Evidence of continual professional development

Desirable

Willingness to work towards formal qualification

Other

Essential

Able to travel to meetings within Sheffield

Flexibility and People Skills

Essential

Ability to use own skill and judgement to select the most appropriate action from a range of alternative approaches Able to sustain meticulous attention to accuracy and detail giving feedback to others in a constructive way to create a learning environment Ability to respond to other team members with requests for support, throughout the working day Ability to communicate well with immediate and wider team, creating a cohesive working environment

Experience

Essential

A sound knowledge of administrative systems and modules Leadership and resource management skills, including how to prioritise work and support others Experience of dealing with sensitive information and its constraints An understanding of how to analyse information to identify discrepancies to both manage staff and make suggestions to improve services Experience of directing colleagues and working autonomously Clear understanding of data protection and confidentiality requirements The ability to seek opportunities for delegation

Desirable

Experience of working in the NHS or a healthcare provider setting Experience of or working in an organisation that is supporting asylum seekers or trafficked people Ability to take meeting minutes Ability to work in a fast, evolving organisation Experience in a similar operational, supervisory or management role Experienced in organising, leading and motivating staff Experience of PCS administrative systems and modules

Skills and Abilities

Essential

Ability to plan for and keep track of multiple projects and deadlines across several workstreams, including setting and reviewing deadlines and reporting shortfalls Ability to move from one job to another with ease, without losing track of other deadlines Sound working knowledge of Microsoft Office, including Excel, Outlook and Word Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills

Desirable

Use of patient administration systems Use of SystmOne Use of MSteams

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