About this role
Job summary
The Clinical Services Coordinator is a key operational role supporting the Director of Clinical Services in the safe, effective, efficient and sustainable delivery of primary care services across WellBN.
A central purpose of the role is to ensure that available clinical resource is used effectively to meet patient demand. Working closely with the Director of Clinical Services, the post-holder will use workforce, appointment, activity and performance data to identify variation, unused capacity, clinical waste, workflow pressures and opportunities for improvement.
The post-holder will play an important role in supporting patient access, continuity of care, clinical productivity, quality, patient safety and the financial sustainability of WellBN's clinical operating model.
Main duties of the job
The post-holder will provide high-level coordination and operational oversight across the clinical workforce, clinician rotas, appointment capacity, clinical workflows, pathology and imaging, clinician tasks, QOF, long-term condition activity, trainees and students, clinical education, clinical meetings, audit and service improvement.
A central purpose of the role is to ensure that available clinical resource is used effectively to meet patient demand. Working closely with the Director of Clinical Services, the post-holder will use workforce, appointment, activity and performance data to identify variation, unused capacity, clinical waste, workflow pressures and opportunities for improvement.
The role will work closely with GPs, multidisciplinary clinicians, Clinical Team Leads, managers, pharmacists, trainees, students, educational supervisors and external education providers, providing a key operational link between clinical leadership, clinical teams and wider practice operations.
About us
WellBN is preparing to launch a new organisation in January 2027, alongside an upcoming rebrand and under new management led by Dr Tom Lever. Its an exciting time to join us as we develop a progressive, modern approach to general practice, with compassionate patient care, collaborative working and staff wellbeing at its heart.
WellBN serves approximately 25,500 patients across our Brunswick, Burwash and Benfield sites in Brighton, Hove and Portslade.
Our team includes a strong pharmacy service, paramedics and practice nurses, with a focus on collaboration and staff wellbeing. We care for a diverse community, including neurodiverse patients and trans, non-binary and intersex patients, with training and support provided.
As we move towards the launch of the new organisation, our ambition is to build a modern, inclusive practice where patients receive excellent care and colleagues feel supported, valued and able to develop.
Job description Job responsibilities
Clinical Workforce and Rota Coordination
Coordinate GP & multidisciplinary clinical workforce rotas across WellBN. Support effective deployment of the clinical workforce in response to patient demand & service requirements. Coordinate annual leave, planned absence, clinic scheduling & changes to clinical sessions. Maintain accurate & current clinical workforce information. Identify anticipated or emerging workforce gaps & escalate these promptly. Work with the Director of Clinical Services & Clinical Team Leads to support appropriate distribution of clinical resource across services & sites. Support forward workforce planning to reduce avoidable gaps in clinical capacity. Identify opportunities to improve workforce utilisation while maintaining safe staffing & appropriate clinical oversight. Support the development of consistent clinical working arrangements across WellBN. Demand, Capacity & Patient Access
Maintain operational oversight of appointment capacity & clinical workforce utilisation. Monitor the relationship between patient demand, available appointments & clinical resource. Produce regular capacity & utilisation information for the Director of Clinical Services. Identify unused, underutilised or mismatched clinical capacity & support timely corrective action. Support forward planning of appointment capacity based on anticipated patient demand & workforce availability. Monitor emerging capacity pressures & escalate risks to patient access or service delivery. Support the Director of Clinical Services in reviewing appointment structures, session utilisation & deployment of the multidisciplinary workforce. Support work to improve same-day access, planned care & continuity of care. Assist with identifying opportunities to release additional clinical capacity through improved pathways, workflows & use of the wider multidisciplinary team. Support the development of a clinical model that matches the right patient to the right clinician, through the right pathway, at the right time. Clinical Audit, Productivity & Financial Sustainability
Work closely with the Director of Clinical Services to develop & coordinate a programme of clinical operational audits. Audit clinical activity, appointment utilisation, workforce deployment, clinical workflows & capacity. Identify variation in clinical activity & utilisation across clinicians, services & sites. Identify unused capacity, avoidable duplication, unnecessary follow-up activity & other areas of clinical waste. Support audits of appointment types, consultation activity & clinical pathways to identify opportunities to improve productivity. Collate, analyse & present audit findings to the Director of Clinical Services. Translate audit findings into clear actions & monitor delivery against agreed improvement plans. Coordinate re-audit to demonstrate whether improvements have been achieved & sustained. Support the Director of Clinical Services in assessing whether clinical workforce resource is being deployed effectively. Support identification of opportunities to release capacity without compromising quality, continuity or patient safety. Produce dashboards demonstrating clinical activity, capacity, utilisation, productivity & improvement. Support evidence-based decisions regarding workforce investment & service redesign. Contribute to the development of a clinically effective & financially sustainable primary care operating model. Support measurement of the impact of service changes, including improvements in capacity, productivity, patient access, quality & resource utilisation. Clinical Results, Tasks & Workflow Coordination
Coordinate & monitor clinician tasks & clinical workflows across WellBN. Maintain oversight of outstanding clinician tasks & identify delays, backlogs & areas requiring action. Coordinate the timely filing & administrative processing of clinician pathology & imaging results. Monitor outstanding pathology & imaging workflows to support timely clinical review & action. Ensure clinical tasks, pathology & imaging results are appropriately allocated to the relevant clinician or clinical team. Identify overdue, outstanding or unallocated clinical tasks & escalate these promptly. Monitor workflow pressures & support redistribution or escalation where appropriate. Escalate significant delays, recurring backlogs or potential patient safety concerns to the appropriate Clinical Team Lead or Director of Clinical Services. Support consistent & auditable processes for the management of clinician tasks, pathology & imaging workflows. Produce information on outstanding clinical tasks & workflow pressures to support capacity planning & clinical governance. Support assurance processes demonstrating that clinical tasks and results are appropriately allocated, reviewed & actioned within agreed timescales. Identify recurring workflow problems & support the Director of Clinical Services in developing sustainable solutions. QOF, Long-Term Conditions & Clinical Performance
Coordinate QOF delivery & support proactive performance management throughout the QOF year. Monitor relevant clinical indicators & identify areas requiring additional focus. Support effective long-term condition recall programmes & clinical pathways. Coordinate administrative activity relating to patient recalls & reviews. Monitor outstanding clinical activity & support teams to maximise completion of appropriate patient care. Produce regular QOF & clinical performance dashboards. Identify variation, gaps & emerging areas of underperformance. Escalate areas of concern to the Director of Clinical Services. Support targeted improvement plans where performance is below expectation. Work collaboratively with clinical & administrative teams to improve recall effectiveness & reduce avoidable missed opportunities. Support effective planning throughout the year rather than reliance on year-end recovery activity. Trainees, Students & Clinical Education
Coordinate induction programmes for clinical trainees, students & newly appointed clinicians. Coordinate educational timetables & learner placements. Manage the administrative coordination of trainee & student placements. Liaise with Training Hubs, universities & other education providers. Liaise with educational supervisors, named educators & clinical supervisors. Support educators & supervisors with trainee & student requirements. Maintain appropriate records relating to trainees, students & clinical placements. Coordinate onboarding arrangements for new clinicians & trainees. Coordinate relevant meetings & communications relating to learner placements. Ensure educational commitments are appropriately reflected within workforce & capacity planning. Clinical Administration & Operational Support
Provide high-level operational & administrative support to the Director of Clinical Services. Coordinate MDTs & relevant clinical meetings. Prepare agendas, papers, performance information & action logs. Monitor agreed actions & ensure appropriate follow-up. Support communication between the Director of Clinical Services, Clinical Team Leads, clinicians & operational teams. Coordinate clinical administrative processes across services. Support implementation of changes to clinical pathways & working practices. Maintain effective systems for monitoring clinical operational priorities. Identify operational issues that may adversely affect clinical delivery & escalate these appropriately. Digital & Clinical Systems
Support optimisation of SystmOne to improve clinical efficiency, workflow & patient care. Support the development & maintenance of appropriate clinical templates & workflows. Support improvement of clinical recall systems. Identify opportunities to reduce unnecessary administrative & clinical workload through improved digital processes. Support effective use of clinical systems to monitor tasks, results, recalls, appointment activity & clinical performance. Work with relevant teams to improve data quality & consistency. Support the Director of Clinical Services in ensuring that digital processes support rather than create barriers to effective clinical delivery. Service Improvement & Primary Care Transformation
Coordinate & support clinical service redesign projects. Support implementation of agreed changes to clinical pathways & operating models. Monitor implementation & provide assurance that agreed actions are being delivered. Use data to demonstrate whether service changes are achieving the intended outcomes. Work collaboratively with clinical & operational teams to improve patient pathways & reduce unnecessary steps or duplication. Support improvements in patient access, continuity, clinical capacity & workforce utilisation. Clinical Governance, Quality & CQC Readiness Support the Director of Clinical Services in maintaining effective operational clinical governance systems. Coordinate relevant clinical meetings & maintain clear records of decisions and actions. Maintain action logs & actively follow up outstanding actions. Support the collection & organisation of evidence demonstrating safe and effective clinical systems. Provide information & evidence to support quality assurance and CQC readiness. Support audits & improvement activity arising from clinical incidents, complaints, performance concerns or identified service risks. Identify recurring themes from operational data & escalate these to the Director of Clinical Services. Contribute to maintaining clear, auditable evidence that agreed clinical processes are operating effectively.
Person Specification
Personal Attributes Essential
Highly organised, methodical and detail-oriented. Self-motivated, proactive and solution-focused. Able to exercise sound judgement and manage competing demands. Collaborative, adaptable and committed to continuous improvement.
Skills and Abilities Essential
Highly organised, with the ability to coordinate multiple priorities in a complex, fast-moving environment. Able to work independently, prioritise effectively and meet competing deadlines. Excellent communication and relationship-building skills across clinical and operational teams. Able to analyse data and produce clear reports, dashboards and actionable insights. Able to identify trends, variation, inefficiencies and opportunities for improvement. Confident using clinical and administrative systems, including SystmOne. Proactive, solution-focused and able to anticipate service pressures. Able to work collaboratively with the Director of Clinical Services to deliver measurable, sustainable improvements.
Experience Essential
Experience coordinating clinical services, rotas, projects, workflows or healthcare administrative processes. Experience working with GPs and multidisciplinary clinical teams. Experience analysing workforce, capacity, appointment or performance information. Experience monitoring high-volume workflows and escalating outstanding actions appropriately.
Qualifications Essential
GCSE English and Maths at Grade 4/C or above, or equivalent.
Desirable
Relevant qualification in healthcare management, business administration, data analysis or a related field, or equivalent professional experience.
Knowledge and Understanding Essential
Understanding of the operational pressures and complexities of modern primary care. Understanding of the relationship between patient demand, workforce deployment, clinical capacity and patient access. Understanding of how clinical productivity and resource utilisation affect financial sustainability. Commitment to patient safety, quality, confidentiality, accuracy and professional standards.
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 WellBN
Address 18-19 Western Road
Hove
BN3 1AE
United Kingdom
Employer's website https://www.wellbn.co.uk/ (Opens in a new tab)