Care Coordinator (Safeguarding, Immunisation & Palliative Care)

Job overview

Aspen Medical Practice is seeking a motivated and organised Care Coordinator to support three important areas of patient care: safeguarding, childhood immunisations and palliative care.

This newly created role offers a genuine opportunity to improve outcomes for some of our most vulnerable patients whilst helping to ensure that care is coordinated, proactive and patient-centred.

Working closely with GPs, nurses, administrative colleagues and partner organisations, the successful candidate will play a key role in tracking patient pathways, coordinating care, supporting multidisciplinary working and ensuring important actions are completed.

We are looking for someone who is compassionate, organised and proactive, with excellent communication skills and a commitment to providing high-quality service. Previous experience in healthcare would be beneficial, but we welcome applications from candidates with transferable skills and experience gained in other sectors.

If you are passionate about supporting patients and making a difference, we would love to hear from you.

Job description

The post holder will provide dedicated coordination and administrative support across safeguarding, childhood immunisation and palliative care services.

Key responsibilities will include:

• Maintaining and monitoring safeguarding and palliative care registers.
• Coordinating safeguarding and multidisciplinary meetings, preparing agendas, recording actions and following up outstanding tasks.
• Supporting safeguarding governance, audits and quality improvement activities.
• Monitoring childhood immunisation uptake and supporting recall and follow-up processes.
• Contacting patients, parents and carers regarding appointments and care requirements.
• Liaising with GPs, nurses, community services, social care teams, hospices and other partner organisations.
• Supporting vaccination campaigns and other population health initiatives.
• Producing reports, monitoring performance information and maintaining accurate records.

The role requires excellent organisational skills, attention to detail and the ability to work independently whilst building effective working relationships across a wide range of professional groups.

Job responsibilities

Post

Care Coordinator (Safeguarding, Immunisation & Palliative Care)

Hours

37.5 hours per week or part-time/job share considered

Reports to

Practice Manager

Location

Aspen Medical Practice Aspen Centre and Saintbridge Surgery

Salary

Dependent on experience, broadly equivalent to NHS Agenda for Change Band 4

Job Summary

Aspen Medical Practice is seeking an organised, compassionate and proactive Care Coordinator to provide dedicated support across three key areas:

• Safeguarding (approximately 50%)
• Childhood Immunisation Programmes (approximately 30%)
• Palliative Care Coordination (approximately 20%)

This is a new role designed to improve patient outcomes, strengthen governance processes, and support clinicians by coordinating care pathways and administrative processes.

The post holder will work closely with GPs, nurses, administrative colleagues, safeguarding leads, community services, hospices and other healthcare professionals to ensure patients receive appropriate, timely and coordinated care.

The successful candidate will act as a central point of coordination for these services, maintaining registers, supporting meetings, tracking actions, improving processes and ensuring patients do not fall through gaps in care.

Key Responsibilities

Safeguarding Coordination

Acting as a key point of coordination to ensure safeguarding concerns are identified, discussed and progressed appropriately the post holder will work closely with our named safeguarding leads, and our administration team around the following key areas:

Case Management and Administration

• Maintaining safeguarding registers and associated records.
• Supporting the identification, tracking and monitoring of safeguarding concerns.
• Ensuring safeguarding records are appropriately coded and documented.
• Monitoring safeguarding activity and follow up outstanding actions.
• Liaising with clinical and administrative teams regarding safeguarding processes.

Meeting Coordination

• Organising safeguarding meetings and multidisciplinary discussions
• Preparing agendas and circulate relevant information.
• Taking accurate minutes and maintain action logs.
• Following up actions arising from meetings.
• Liaising with external agencies including social services, schools and health partners where appropriate.

Governance and Quality Improvement

• Conducting safeguarding audits and support quality improvement initiatives.
• Developing and maintaining effective safeguarding processes.
• Producing reports and data requested by safeguarding leads.
• Supporting compliance with safeguarding policies and statutory requirements.

Childhood Immunisation Coordination

The post holder will work closely with our lead nurse, and our administration team, around the following key areas:

Vaccination Administration

• Recording and reconciling immunisation histories for newly registered patients.
• Monitoring immunisation uptake and identify patients requiring vaccination.
• Supporting the management of childhood immunisation schedules.

Patient Engagement

• Contacting parents and guardians regarding missed appointments.
• Following up persistent non-attenders and encouraging uptake of vaccinations.
• Booking immunisation appointments and supporting recall systems.
• Responding to patient queries regarding vaccination appointments.

Programme Coordination

• Liaising with Child Health Information Services and other relevant organisations.
• Supporting vaccination campaigns including catch-up programmes.
• Assisting with flu, COVID-19 and other seasonal vaccination initiatives.
• Supporting vaccine stock planning through coordination with nursing and administrative colleagues.

Performance Monitoring

• Monitoring vaccination uptake rates
• Identifying opportunities to improve coverage and performance
• Producing reports and data to support achievement of practice targets

Palliative Care Coordination

The post holder will work closely with our lead GP, frailty and administrative teams, around the following key areas:

Register Management

• Maintaining and monitoring the palliative care register
• Identifying patients requiring discussion at multidisciplinary team meetings.
• Ensuring records are accurate and up to date.

MDT Support

• Coordinating palliative care meetings.
• Preparing agendas and documentation.
• Recording minutes and maintaining action plans.
• Tracking completion of agreed actions.

Patient Coordination

• Supporting coordination of care for patients receiving palliative and end-of-life care.
• Liaising with GPs, community nursing teams, hospices and other providers.
• Facilitating communication between professionals involved in patient care.
• Assisting in ensuring patients and families receive appropriate support and signposting.

General Responsibilities

• Always providing excellent patient-centred service.
• Maintaining confidentiality and complying with GDPR requirements.
• Working in accordance with practice policies and procedures.
• Participating in training, supervision and appraisal.
• Contributing to service development and continuous improvement.
• Undertaking other duties consistent with the role and grade as required.

About the organisation

Aspen Medical Practice is one of the largest GP practices in Gloucestershire, caring for approximately 32,000 patients. We employ around 140 staff who work together as a multidisciplinary team to deliver high-quality healthcare and continuously improve services for our local population.

We are committed to providing excellent patient care whilst creating a supportive and rewarding working environment for our employees. We recognise that our people are central to our success and actively seek staff feedback through surveys, suggestion schemes and staff forums.

As an employer, we offer membership of the NHS Pension Scheme, enhanced sickness allowances, free on-site parking, protected learning time, length of service recognition and a range of opportunities for personal and professional development.

We welcome applicants from a variety of backgrounds and are committed to creating an inclusive workplace where colleagues are supported, valued and encouraged to develop their skills and experience.

Informal visits and enquiries are welcomed and can be arranged prior to application.

Person specification

Experience

Essential

• Experience working in an administrative, coordination or customer/patient-facing role
• Experience handling sensitive and confidential information
• Experience organising meetings, maintaining records and monitoring actions to completion
• Experience working collaboratively as part of a multidisciplinary team
• Proficient IT skills, including Microsoft Office applications and the ability to learn new digital systems quickly

Desirable

• Experience working in general practice, primary care or another NHS setting
• Experience supporting safeguarding processes, vaccination programmes or palliative care services
• Experience using TPP SystmOne
• Experience using audits, performance monitoring or reporting to support service improvement.

Other Experience, Skills and Attributes

Essential

• Compassionate, resilient and patient-focused, with the ability to handle sensitive and confidential information appropriately.
• Excellent communication, organisational and prioritisation skills, with the ability to work independently and manage competing demands.
• Understanding of safeguarding principles.
• Demonstrates initiative and a proactive approach to identifying and resolving issues
• Availability to work a full day on Thursdays

Desirable

• Knowledge of safeguarding procedures, childhood immunisation programmes and/or palliative care pathways.

Qualifications

Essential

• Good standard of general education, including GCSE English and Mathematics (Grade C/4 or above) or equivalent

Desirable

• Relevant qualification in administration, health and social care, healthcare administration or a related field

Supporting documents

• Recruitment Pack (PDF, 869 KB)