About this role
Job summary
Primary Care Sheffield (PCS) has an exciting opportunity for an experienced and motivated Senior Practice Coordinator to join our team, with a specific focus on supporting delivery of key contractual requirements across our group practices.
This is a varied and impactful role, supporting patients with Serious Mental Illness (SMI) and Learning Disabilities (LD) to access annual reviews, coordinating key public health programmes including the annual flu campaign, and supporting effective record and information management.
The post holder will work collaboratively with Support Managers and the Operations Manager to improve processes, enhance efficiency, and promote agile ways of working across practices. You will provide operational leadership, oversee administrative workflows, and offer day to day direction and support to practice teams.
This post is part-time, working 30 hours a week. You will be based at Darnall Primary Care Centre, Sheffield. However, some flexibility to work across other Primary Care Sheffield sites may be required.
We recommend applying as soon as you are able, as this advert may close early if a suitable number of applications are received. Interviews are scheduled to take place on 3rd June 2026.
Main duties of the job
Main Duties and Responsibilities
Co-ordinate patient attendance at specific annual reviews (SMI, LD etc..)
Support key public health campaigns i.e annual flu vaccination, Covid vaccination etc..
Ensure the smooth arrival and exit of patient records
About us
Become a part of our team delivering world class primary care to help people live healthier and happier lives.
Our award-winning services are highly-rated by the Care Quality Commission and we are leading the way for service innovation nationally. We look after our team and we care deeply about what we do. As a member of our team, you will be respected and valued as an individual and given opportunities to train and develop your skills and knowledge.
As an employee of Primary Care Sheffield, you will be committed to PCSs organisational values:
Openness: ensuring transparency sharing knowledge and welcoming feedback
Person Centred: Being empathic and understanding of the individual
Innovative: Embracing change and inquisitive of new solutions
Ambitious: Working towards the best for Sheffield and its people
Empowering: Actively engaging staff, our population and partner organisations in improving the health and wellbeing of Sheffield people.
Job description Job responsibilities
General
The post holder will:
Provide operational leadership for a PCS Group General Practice, to assist service users with access to appropriate health care and holistic support.
Manage and coordinate the administrative processes of registering and deregistering new patients.
Create strong links and working relationships with local voluntary and community sector organisations to enable patients to access services.
Support patients through their practice journey.
Manage clinical and non-clinical rotas to ensure an adequate level of staffing for planned and surge demand.
Work on the reception desk when required to provide leadership to the team and support patients in challenging situations to provide solutions.
Provide training to the team to ensure patients are navigated through the practice correctly.
Analyse, interpret and accurately report service activity both internally and externally.
Continually assess the effectiveness of processes and procedures reporting back to Support Manager/Ops Managers.
Reviewing, prioritising and redistributing work where appropriate.
Deputising for the Support Manager when required.
Monitor progress and chase against identified actions that are required, following on from meetings and delegated duties.
Promote effective communication, team working and opportunities for sharing best practice within the team.
To provide high level, professional and confidential administrative support as part of an administrative team.
Work with the Support Manager to develop, innovate and make efficient standard ways of working.
Continually assess the effectiveness of processes and procedures reporting back to Support Manager.
Offer directional support to the administration team ensuring that administration, facilities and reception work together to provide a high-quality service.
Monitor work steams for high quality workflow and productivity of direct reports, and adherence to agreed ways of working, providing appropriate management information as required.
Provide administrative support as required to the senior team where appropriate monitoring work list and tasks to ensure all work is completed in a timely manner.
Identify training and development areas, sourcing training solutions and working with the Support Manager to deliver.
Using excellent communication, persuasion, and negotiation skills to receive and communicate complex and sensitive information from and to a range of stakeholders across organisations using telephone, e-mail and face to face. This will include regularly receiving requests and demands from persons both external and internal to PCS such as Directors/Managers, GP practices, secretaries and patients.
Monitor services KPIs in line with agreed contracts/policies/procedures.
To apply knowledge of administrative systems and procedures to problem solve and where necessary develop alternative or additional systems that support quality delivery of services.
Provide administrative support as required, to internal meetings and other formal meetings in the form of notes and/or action points.
Escalate / direct specific issues to key individuals within the wider PCS team as required, using knowledge of roles and responsibilities within the members of the services.
Assist in managing processes by providing information and analysis as appropriate.
This job description should not be regarded as definitive. It is intended to provide the post-holder with a broad outline of their function. The post-holder may be required to undertake any other duties reasonably falling within the grade of this post.
Person Specification
Experience Essential
Knowledge and understanding of the need for different communication methods with some patients with learning disabilities and/or Serious mental illness Leadership and resource management skills, including how to prioritise work and support others Experience of directing colleagues Sound working knowledge of Microsoft packages including excel
Desirable
Understanding of Systmone, Ardens and report writing in the module
Skills and Competencies Essential
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 Ability to plan for and keep track of multiple projects and deadlines across several workstreams, including setting and reviewing deadlines and reporting shortfalls Clear understanding of data protection and confidentiality requirements Ability to move from one job to another with ease, without losing track of other deadlines Able to work without ongoing direction Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills
Qualifications Essential
5 GCSEs Grade A-C (5-9 or equivalent) including English Level 3 leadership or management qualification, NVQ 3 Business Admin or equivalent work experience Evidence of continual professional development
Desirable
Systmone qualification Experience of working in a healthcare system
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 Primary Care Sheffield
Address Darnall Primary Care Centre
290 Main Road
Sheffield
S9 4QH
Employer's website http://www.primarycaresheffield.org.uk/ (Opens in a new tab)