Post Title: Services Coordinator
Work area: The Well Centre / Herne Hill Group Practice
Responsible to: Assistant Services Manager
Locations: This post will be based primarily at The Well Centre / Herne Hill Group Practice and Oasis St Martin Village in Tulse Hill
Contract: Permanent contract
Hours of work: 37.5 hours a week
- Monday, Tuesday, Wednesday, Thursday 11.00-19.00 and Friday 9.00-17.00
External contacts: Young people and their families; Youth Clubs; project funders; Social Services; Heath Authorities; Education Authorities and schools.
Senior Services Coordinator Job Description
1.1. Purpose of the Post
· To provide reception and administrative cover.
· Working closely with admin team to ensure timely and efficient processing of the referrals and processes at The Well Centre.
· Be part of the team, based at The Well Centre and Herne Hill Group Practice, contributing to the development of our programmes and assisting with other projects and activities as required. Act as a liaison person between staff / management and stakeholders to ensure efficient delivery of the service.
1.2. Main Duties and Responsibilities
1. Be the first point of contact for enquiries, dealing professionally with both internal and external communications, incoming calls, gathering information, filtering and screening enquiries and visitors and reception duties.
2. Administer incoming referrals to the Well Centre, liaising with the staff team as necessary. Acknowledging referrals and contacting young people to arrange appointments.
3. Ensuring all information on referral forms are completed and transferred onto the patient database correctly.
4. Complete administrative tasks set by the team of healthcare professionals and senior management.
5. Requesting patients to fill in any necessary screening questionnaires before and after their appointments.
6. Collecting and maintaining feedback forms from the service users.
7. Maintain The Well Centre’s incoming emails as well as website / social accounts / promotional materials / referral templates / registration forms etc.
8. Actively participate in meetings, session evaluations, staff training, supervision and planning sessions, in the overall development of the Well Centre’s service, so that it continues to meet the needs of young people, and in Herne Hill Group Practice overall development.
9. Maintain databases and administrative records with accuracy and support the wider team in ensuring they are following correct procedures for case recording on databases. (NB training will be provided).
10. Send outward referrals securely and complete patient related tasks as required, including collating STI test results and notifying young people as appropriate. Act as a chaperone for Well Centre GPs if requested to do so.
11. Ensure the reception area is tidy and ready for use by staff at the beginning of each drop-in session.
12. Carry out regular stock checks of medical and other supplies and resources, and ordering in new supplies if required.
13. Ensure all policies and procedures are followed including Health & Safety, Infection Control, Safeguarding, data protection (GDPR), NHS Information Governance and Equal Opportunities. Reporting any concerns to the Service Manager or Registered Manager.
14. Be flexible – at times this role may include travelling to other locations to support staff with meetings, client appointments and outreach clinics.
15. Work as a member of the Well Centre and Herne Hill Group Practice team and undertake any other reasonable duties as may be required from time to time and at all times to present and conduct yourself in a manner becoming to the post and the professional dignity of the organisation.
Job Type: Full-time
Pay: £14.80 per hour
Ability to commute/relocate:
- Herne Hill SE24 9QP: reliably commute or plan to relocate before starting work (required)
Education:
- A-Level or equivalent (preferred)
Experience:
- Administrative / reception: 2 years (required)
Work Location: In person
