About this role
Job summary
We have an exciting opportunity to join the Woolpit Health Centre as a PCN Administration and Patient Engagement Coordinator. This role has three key responsibilities: providing administrative support to Blackbourne Primary Care Network, leading and reporting on all aspects of patient engagement across multi-channel platforms and the logistical organisation and implementation of our adult vaccination and immunisation programmes and campaigns. We are looking for someone with excellent communication skills, strong interpersonal (people) skills and ideally have worked within the NHS or other medical environment.
Main duties of the job
This role combines PCN administration, patient engagement, and vaccination programme coordination for Blackbourne Primary Care Network and Woolpit Health Centre. The postholder will manage ARRS workforce administration, reimbursement submissions, workforce reporting, and PCN meeting coordination, while also leading patient communication through newsletters, websites, social media, and engagement campaigns.
Responsibilities include supporting complaint handling, analysing patient feedback, coordinating the Patient Participation Group, producing management reports, and overseeing Significant Event processes. In addition, the role supports health inequality initiatives and takes operational lead for adult vaccination and immunisation programmes, including clinic planning, patient identification and communication, appointment monitoring, stock coordination, and reporting, ensuring services are delivered efficiently, safely, and in line with NHS targets and deadlines.
About us
Why work for us?
Based in the Suffolk village of Woolpit, the Health Centre aims to provide:
the type of care that we would expect for ourselves and our own families.
We provide services to over 16,000 patients who live in a practice area of 75 square miles of rural West Suffolk, straddling the A14, between Thurston in the west, and Haughley in the east.
We pride ourselves on the high standards of our care we are holders of the Royal College of General Practitioners Practice Accreditation Award, a quality mark held by only 19 practices in the UK.
Our 5 GP partners and 8 non-partner GPs lead a multidisciplinary team of nurses, healthcare assistants, pharmacists, pharmacy technicians and a social prescriber all of whom are based in our purpose-built premises.
We are proud to be heavily invested in the development of future healthcare professionals and non-clinical staff. Several of our multidisciplinary team possess qualifications which allow us to train a number of different types of trainee healthcare professionals at various levels in their career.
Woolpit Health Centre is the lead practice within Blackbourne PCN, alongside Botesdale Health Centre, Ixworth Surgery and Stanton Surgery. We serve a rural population of over 40,000 patients.
Job description Job responsibilities
Key Responsibilities
Blackbourne Primary Care Network (PCN) Administration
To provide administrative support to Woolpit Health Centre as the lead practice for Blackbourne PCN in the following areas:
To have oversight and an understanding of the ARRS posts in place across the PCN and be the point of contact for practices for any ARRS queries
To enter data from each practice into the ARRS portal and submit for reimbursement to meet the monthly deadline
To provide the ICB with the job descriptions, contracts and qualification evidence for any new ARRS recruitment
To maintain an accurate register of ARRS staff in the Primary Care Workforce portal
To collate and submit the workforce planning data to meet the deadline of 31st October
To collate and submit the enhanced access delivery hours for all 4 practices to the ICB on a quarterly basis
Monitor IIF (Investment Impact Fund) performance through Ardens Manager, providing monthly updates to the practices
Work with the Clinical Director to plan and execute PCN meetings; distributing invitations, agendas and meeting minutes
Patient Engagement
Communication
To implement a patient engagement strategy that is consistent, relevant, innovative and timely, utilising multi-channel communication channels to their full potential.
To be responsible for patient newsletters, content and publication
To liaise with the editors of local village magazines and newsletters, utilising this platform to share topical patient information and educational campaigns
To conduct a monthly website review of information for accuracy and to add relevant statements, practice news, newsletters and PPG minutes
To add patient communication posts to Practice Facebook page
To manage the content of Practice noticeboards and waiting room TV messaging, designing new posters and slides as necessary
To inform patients of planned or unforeseen impact on services, such as Practice closures
Patient Liaison and Feedback
To support the Practice Manager in dealing with patient complaints in accordance with our patient complaint process and policy, investigating and providing appropriate responses to patients, where possible minimising escalation to formal complaints
Administration of Friends and Family Test, Anima and other patient feedback
To analyse and action feedback from patient surveys, i.e. annual GP survey and Healthwatch
Patient Participation Group (PPG)
To act as a Practice representative on the Woolpit Health Centre PPG
To arrange and set quarterly meetings with the PPG
To work closely with the GP Partner lead and Chair for the PPG
To undertake reviews of PPG membership, structure, roles and terms of reference
To produce, distribute and publish PPG minutes
Reporting
To produce patient engagement related reports for review at GP Partners and Management meetings
To report monthly on FFT, website hits and patient surveys, and any other as required
To report Complaint data on a bi-annual basis
To report Significant Event data on a quarterly basis
Significant Events
Check submitted forms on Teamnet to ensure all data required is recorded
Ensure all staff involved have contributed and are aware of the recorded Significant Event
Review all Significant Events with GP Partner lead
Arrange multi-disciplinary quarterly Significant Event meetings
Extract, analyse and collate Significant Event data and trends for quarterly presentation
Record all outcomes, learning and actions maintaining an updated log
Health Inequalities
To support the practice in reducing health inequalities by contributing to public health and social prescribing initiatives, helping to improve access to health and wellbeing services in defined target populations and ensuring inclusive, equitable patient engagement
Adult Vaccinations and Immunisations
To lead on the logistical organisation and implementation of Woolpit Health Centre's adult vaccinations and immunisations programmes and campaigns, including but not limited to:
COVID Spring Boosters
Autumn/Winter COVID and Flu
Shingles
RSV
Pneumococcal
Responsibilities
a) Develop a thorough understanding of the eligibility requirements and targets for all vaccines, immunisations and screening within the scope of the role.
b) Use Ardens searches in EMIS to identify the cohorts of eligible patients, to support workload planning and activity.
c) Plan clinics to meet workload volume and liaise with relevant staff to facilitate the organisation of rotas to deliver these clinics.
d) Ensure timely communication of key information to staff including patient eligibility and clinic dates.
e) Send patient invitations based on consent preferences, using DocMail, SMS and telephone, provide supporting information as necessary.
f) Maximise the use of new technology and methods of communication with patients.
g) Handle enquiries from the general public; managing telephone calls to the vaccine line, emails to the COVID address and EMIS Tasks from colleagues.
h) To regularly monitor the appointment systems ensuring uptake is maximised and clinics are fully utilised, sending timely second and third invitations.
i) Ensure batch coding is utilised to code all invitations in EMIS, to maintain accurate patient searches.
j) Co-ordinate the planning and booking of vaccinations for care home and housebound patients.
k) Support the Vaccine Leads to ensure all vaccines are ordered pro-actively to appropriate levels and stock returns submitted using agreed systems.
l) Use multi-channel communication platforms to maximise uptake of eligible patients.
m) Send reminder SMS texts the day before clinics, to reduce DNAs.
n) With each campaign, to consider service improvement, mindful of the patient experience and patient safety balanced with efficient use of our resources.
o) Escalate all relevant issues and information to their Line Manager, ensuring they are aware of any developments impacting the operational functioning of the service.
p) Support the collation of all activity data and reporting information as required.
Person Specification
Experience Essential
Experience of direct patient or customer care and communication Computer literacy in Word, Excel and presentation software, with the ability to learn new data systems quickly
Desirable
Experience of working in an NHS or other medical environment Experience of and competency in using the EMIS clinical system Compliance with data integrity and security Evidence of ability to support collation and analysis of data Experience of dealing with customer complaints, verbal and written Experience of forward planning and developing service improvement Previous experience of managing a website
Personal Qualities Essential
Self-motivated, with the initiative to prioritise workload to meet deadlines 'Can Do' attitude, able to maintain positivity in the face of adversity and when working under pressure Flexible and cooperative An ability to maintain confidentiality and trust
Qualifications Essential
GCSE Mathematics and English (grade A-C or 4-9*) or equivalent
Desirable
NVQ level 3 in Health and Social Care (or similar)
Skills Essential
Excellent interpersonal skills, empathetic and non-judgemental Clear and polite communicator, in writing, data entry and on the telephone Effective team player, demonstrating respect and consideration of others Excellent organisation, forward planning and time management skills Ability to work autonomously, within a busy environment Identifies difficulties as challenges, working with others to identify solutions Ability to follow policy and procedure
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 Woolpit Health Centre
Address Heath Road
Woolpit
Bury St. Edmunds
Suffolk
IP30 9QU
United Kingdom
Employer's website http://woolpithealthcentre.co.uk/ (Opens in a new tab)