Job summary
Following a recent retirement, the Lydney Practice (part of G DOC LTD) is seeking to appoint an Administrative Team Lead. The role is both the senior medical administrator for the practice and leader of the administrative team. This is a senior position in the practice and the post holder will work closely with the Practice Manger, the Lead GPs and the wider clinical team. The Administrative Team Lead will have overall responsibility for medical administration in the practice including ensuring the efficient and effective processing of patient records, results and referrals, ensuring compliance with NHS and CQC policies, data compliance and confidentiality, and dealing with enquires, audits and evolving medical admin requirements. In order to achieve this the Administrative Team Lead will also need to lead and manage the administrative team staff members. This will include line management, training, recruitment, and coherence of the team to achieve effective medical administration across the Practice.
The Care Quality Commission requires us to have a complete employment history from the age of 16, including explanations for any gaps in employment.
Closing date: 04 April 2025
Main duties of the job
- Responsibility for all Medical Administration in the Lydney Practice. Working with the Practice Manager and Clinical Lead GP to ensure an effective, efficient and timely medical administration service is provided to patients.
- Lead the Medical Administration team in the Lydney Practice. Ensure that the Administration team are working effectively both individually and as a team. This will require leadership. line management, support, and a strong understanding of primary care information governance and Medical Administration.
- Ensure mandatory regulations and policies are followed including information governance and patient data compliance and confidentiality.
- Working with the Practice Manager and Lead GP, ensure continuous improvement of Medical Administration in the practice to support best patient outcomes. This will include policy and process reviews, audits, cross-training within the team, and changing the operating model in response to regulatory changes and/or emerging technology.
- For the right candidate and over time there may be the opportunity to evolve this position into a wider geographical Administrative Compliance & Information Governance role supporting the G DOC LTD Team.
Working Conditions
The job is primarily Lydney, Forest of Dean based; however, there may be occasional independent travel required to other G DOC sites and services in Gloucestershire including Gloucester city.
Frequent, prolonged VDU use.
About us
You will be required to be immunised
in compliance with Green Book (link attached) and NHS recommendations for your
role (unless medically exempt).
G DOC LTD is owned by all the GP Practices in Gloucestershire; the
Practices are our shareholders.
We operate on a not-for-profit basis: any profits are redistributed into
primary care in Gloucestershire.
We are a limited company run by a Board of Directors, most of whom are experienced
local GPs.
We run a number of GP practices, as well as some other services for the
whole county.
In Gloucester we run 9,500 patients at Gloucester Health Access Centre/Matson
Lane (9,500 patients) and Partners in
Health (12,400).
In the Forest of Dean, we run two practices, both of which are
dispensing: Lydney (7,500 patients), and Blakeney (3,200 patients).
Our countywide services include:
G DOC is running a Covid Medicines Service to help and support the
high-risk patients in Gloucestershire.
Over 17,000 primary care appointments each year at Gloucester Health
Access Centre for patients who may need to be seen the same day when their own
practice is already full, or who do not have a registered GP. GHAC is open
8am8pm, 365 days a year.
For more details visit our website.
Job description
Job responsibilities
- Responsibility for all Medical Administration in the Lydney Practice. Working with the Practice Manager and Clinical Lead GP to ensure an effective, efficient and timely medical administration service is provided to patients.
- Lead the Medical Administration team in the Lydney Practice. Ensure that the Administration team are working effectively both individually and as a team. This will require leadership. line management, support, and a strong understanding of primary care information governance and Medical Administration.
- Ensure mandatory regulations and policies are followed including information governance and patient data compliance and confidentiality.
- Working with the Practice Manager and Lead GP, ensure continuous improvement of Medical Administration in the practice to support best patient outcomes. This will include policy and process reviews, audits, cross-training within the team, and changing the operating model in response to regulatory changes and/or emerging technology.
- Management of the Practice Administrative team members including Line Management (excluding clinical) responsibility for:
- Administrators
- Medical Secretary
- GP Assistant
- Coder
- Care Co-ordinator
- This line management responsibility includes involvement in recruitment, training, retention, performance appraisals and HR processes.
- Overall responsibility for all Administrative Team requirements including:
- Document Management and scanning
- Medical Reports Administration
- Coding of Medical correspondence
- Supporting QOF: Recalls sending invites for LTC reviews, childhood vaccinations, adult vaccinations (Pneumococcal, shingles, flu), high risk drug monitoring, cervical smears, PSA, MGUS, Familial hypercholesterolemia, Intramuscular injections.
- GP2GP. Monitoring incoming tasks, assigning any that are not already assigned to a member of the team.
- Monitoring footfall tasks assigned to Admin or the Nurses.
- Dealing with online access requests / queries.
- Referrals - raising referrals, dealing with referral queries from patients
- Patient requests for information (including Subject Access Requests), and medical reports.
- NHS, CQC and G DOC LTD Administrative requirements and compliance with policies.
- Links to Primary Care Support England, dealing with patient requests, urgent enquiries and patient list validation.
- Compile and submit information reports on compliance status, actions and workplan.
- Submitting claims (including CQRS, PHES, GCCG, FP34), liaising with the FOD, PCN monitoring IIF.
- GPA workload and tasks.
- Care-Co-ordinator workload and tasks.
- Organisation of Administrative Rota and cross-cover as required
For the right candidate and over time there may be the opportunity to evolve this position into a wider geographical Administrative Compliance & Information Governance role supporting the G DOC LTD Team.
Working conditions
- Frequent, prolonged VDU use.
- High levels of accuracy and attention to detail essential at all times.
- Occasional work in a time pressured environment.
- Some exposure to distressing situations and written material.
The job is primarily Lydney, Forest of Dean based; however, there may be occasional independent travel required to other G DOC sites and services in Gloucestershire including Gloucester city.
Wider Practice Responsibilities:
- As part of the Practice team, contributing to the delivery of QOF and enhanced services.
- Contributing to the management and development of the Primary Care Network, including the performance of work undertaken by the Practice as part of the PCN.
- Helping to ensure that the Practice remains safe and effective, including by the use of clinical audit and learning from significant events and complaints. Attending team meetings.
Other responsibilities with the Practice
- Applying Practice policies, standards and guidance;
- Contributing to the teaching and training of trainees, new employees and employees who are undertaking training;
- Awareness of and compliance with all relevant G DOC policies/guidelines for your role, e.g. prescribing, confidentiality, data protection, health and safety, annual QOF Assessment of the Practice;
- Contributing to evaluation/audit and clinical standard setting within the organisation as applicable to your role;
- Attending training, Practice meetings and other meetings and events organised by the Practice, PCN, or other agencies such as the ICB, where appropriate;
- Contributing to audits and written returns to ensure that the Practice meets quality standards and receives the designated funding, as appropriate to your role;
- Treating colleagues with courtesy and respect;
- Complying with G DOCs values, and the values of your practice/team.
Confidentiality
- Comply with the Confidentiality Agreement.
Health & Safety
- Under the Health and Safety at Work Act 1974, you have a personal responsibility to have regard to your own and others safety.
- You should familiarise yourself with fire exits at all sites where you work, and the action that you should take in the event of a fire.
- Personal alarms are available from G DOC for all GPs, wherever you are working. Your site induction should cover local procedures for summoning external help. Please ensure you familiarise yourself with these local procedures.
- You must comply with site Health and Safety procedures, including those that concern clinical waste, use of hazardous substances, and the use and disposal of sharps.
- Health and safety hazards should be reported to the Practice Manager.
- You should dress appropriately and professionally. To reduce the risk of sharps injuries, shoes should be closed (not open sandals).
- You must ensure that your car is insured for commuting and home visits.
- GPs in Gloucestershire have been the victims of serious & sustained stalking and violence. You should not give anyone outside the Practice information about when and where colleagues will be working. Refer any queries about rotas etc to the Practice Manager or G DOC. Be aware that stalkers may have knowledge of the local healthcare system and sound very plausible.
Safeguarding
Safeguarding is everyones responsibility. Even staff who do not routinely have contact with patients may become aware of a safeguarding concern. You will
- Ensure you are familiar with G DOCs safeguarding procedures
- Report all concerns promptly, following the safeguarding procedures
- Ensure that you maintain an appropriate level of safeguarding training for your role. Contribute to meetings and other safeguarding processes, as appropriate to your role.
Equality and Diversity
You will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation;
- Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
Quality and Patient Safety
You will strive to maintain quality within the Practice, and will:
- Alert other team members to any concerns about clinical governance or quality and risk; participate in Significant Event Analysis reviews
- Assess own performance and take accountability for own actions, either directly or under supervision;
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance;
- Work effectively other agencies to meet patients needs;
- Effectively manage own time, workload and resources.
- Avoid working if you are impaired from doing so safely or effectively, for example due to illness.
- If relevant to your role, ensure that any necessary handover and follow up arrangements for patients have been made.
- Inform your line manager if you have concerns about a colleague that might affect patient safety
- Inform your line manager of any complaints or significant events that have arisen from your work for G DOC.
- Participate in investigations of any complaints or significant events, if asked to do so.
- Inform your line manager immediately if you have been charged with any criminal offence.
If you are in a regulated profession (e.g. nurse, doctor, pharmacist, accountant).
- Comply with your regulators guidance.
- Inform your line manager immediately, if you are under investigation by your regulator.
- Inform your line manager immediately, if you have any restrictions or conditions imposed on your practice by your regulator.
Communication
You should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members, including through use of email, TeamNet and other agreed communication channels;
- Communicate effectively with patients and carers;
- Recognise peoples needs for alternative methods of communication and respond accordingly i.e. signing and use of telephone and face-to-face translators.
Job description
Job responsibilities
- Responsibility for all Medical Administration in the Lydney Practice. Working with the Practice Manager and Clinical Lead GP to ensure an effective, efficient and timely medical administration service is provided to patients.
- Lead the Medical Administration team in the Lydney Practice. Ensure that the Administration team are working effectively both individually and as a team. This will require leadership. line management, support, and a strong understanding of primary care information governance and Medical Administration.
- Ensure mandatory regulations and policies are followed including information governance and patient data compliance and confidentiality.
- Working with the Practice Manager and Lead GP, ensure continuous improvement of Medical Administration in the practice to support best patient outcomes. This will include policy and process reviews, audits, cross-training within the team, and changing the operating model in response to regulatory changes and/or emerging technology.
- Management of the Practice Administrative team members including Line Management (excluding clinical) responsibility for:
- Administrators
- Medical Secretary
- GP Assistant
- Coder
- Care Co-ordinator
- This line management responsibility includes involvement in recruitment, training, retention, performance appraisals and HR processes.
- Overall responsibility for all Administrative Team requirements including:
- Document Management and scanning
- Medical Reports Administration
- Coding of Medical correspondence
- Supporting QOF: Recalls sending invites for LTC reviews, childhood vaccinations, adult vaccinations (Pneumococcal, shingles, flu), high risk drug monitoring, cervical smears, PSA, MGUS, Familial hypercholesterolemia, Intramuscular injections.
- GP2GP. Monitoring incoming tasks, assigning any that are not already assigned to a member of the team.
- Monitoring footfall tasks assigned to Admin or the Nurses.
- Dealing with online access requests / queries.
- Referrals - raising referrals, dealing with referral queries from patients
- Patient requests for information (including Subject Access Requests), and medical reports.
- NHS, CQC and G DOC LTD Administrative requirements and compliance with policies.
- Links to Primary Care Support England, dealing with patient requests, urgent enquiries and patient list validation.
- Compile and submit information reports on compliance status, actions and workplan.
- Submitting claims (including CQRS, PHES, GCCG, FP34), liaising with the FOD, PCN monitoring IIF.
- GPA workload and tasks.
- Care-Co-ordinator workload and tasks.
- Organisation of Administrative Rota and cross-cover as required
For the right candidate and over time there may be the opportunity to evolve this position into a wider geographical Administrative Compliance & Information Governance role supporting the G DOC LTD Team.
Working conditions
- Frequent, prolonged VDU use.
- High levels of accuracy and attention to detail essential at all times.
- Occasional work in a time pressured environment.
- Some exposure to distressing situations and written material.
The job is primarily Lydney, Forest of Dean based; however, there may be occasional independent travel required to other G DOC sites and services in Gloucestershire including Gloucester city.
Wider Practice Responsibilities:
- As part of the Practice team, contributing to the delivery of QOF and enhanced services.
- Contributing to the management and development of the Primary Care Network, including the performance of work undertaken by the Practice as part of the PCN.
- Helping to ensure that the Practice remains safe and effective, including by the use of clinical audit and learning from significant events and complaints. Attending team meetings.
Other responsibilities with the Practice
- Applying Practice policies, standards and guidance;
- Contributing to the teaching and training of trainees, new employees and employees who are undertaking training;
- Awareness of and compliance with all relevant G DOC policies/guidelines for your role, e.g. prescribing, confidentiality, data protection, health and safety, annual QOF Assessment of the Practice;
- Contributing to evaluation/audit and clinical standard setting within the organisation as applicable to your role;
- Attending training, Practice meetings and other meetings and events organised by the Practice, PCN, or other agencies such as the ICB, where appropriate;
- Contributing to audits and written returns to ensure that the Practice meets quality standards and receives the designated funding, as appropriate to your role;
- Treating colleagues with courtesy and respect;
- Complying with G DOCs values, and the values of your practice/team.
Confidentiality
- Comply with the Confidentiality Agreement.
Health & Safety
- Under the Health and Safety at Work Act 1974, you have a personal responsibility to have regard to your own and others safety.
- You should familiarise yourself with fire exits at all sites where you work, and the action that you should take in the event of a fire.
- Personal alarms are available from G DOC for all GPs, wherever you are working. Your site induction should cover local procedures for summoning external help. Please ensure you familiarise yourself with these local procedures.
- You must comply with site Health and Safety procedures, including those that concern clinical waste, use of hazardous substances, and the use and disposal of sharps.
- Health and safety hazards should be reported to the Practice Manager.
- You should dress appropriately and professionally. To reduce the risk of sharps injuries, shoes should be closed (not open sandals).
- You must ensure that your car is insured for commuting and home visits.
- GPs in Gloucestershire have been the victims of serious & sustained stalking and violence. You should not give anyone outside the Practice information about when and where colleagues will be working. Refer any queries about rotas etc to the Practice Manager or G DOC. Be aware that stalkers may have knowledge of the local healthcare system and sound very plausible.
Safeguarding
Safeguarding is everyones responsibility. Even staff who do not routinely have contact with patients may become aware of a safeguarding concern. You will
- Ensure you are familiar with G DOCs safeguarding procedures
- Report all concerns promptly, following the safeguarding procedures
- Ensure that you maintain an appropriate level of safeguarding training for your role. Contribute to meetings and other safeguarding processes, as appropriate to your role.
Equality and Diversity
You will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation;
- Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
Quality and Patient Safety
You will strive to maintain quality within the Practice, and will:
- Alert other team members to any concerns about clinical governance or quality and risk; participate in Significant Event Analysis reviews
- Assess own performance and take accountability for own actions, either directly or under supervision;
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance;
- Work effectively other agencies to meet patients needs;
- Effectively manage own time, workload and resources.
- Avoid working if you are impaired from doing so safely or effectively, for example due to illness.
- If relevant to your role, ensure that any necessary handover and follow up arrangements for patients have been made.
- Inform your line manager if you have concerns about a colleague that might affect patient safety
- Inform your line manager of any complaints or significant events that have arisen from your work for G DOC.
- Participate in investigations of any complaints or significant events, if asked to do so.
- Inform your line manager immediately if you have been charged with any criminal offence.
If you are in a regulated profession (e.g. nurse, doctor, pharmacist, accountant).
- Comply with your regulators guidance.
- Inform your line manager immediately, if you are under investigation by your regulator.
- Inform your line manager immediately, if you have any restrictions or conditions imposed on your practice by your regulator.
Communication
You should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members, including through use of email, TeamNet and other agreed communication channels;
- Communicate effectively with patients and carers;
- Recognise peoples needs for alternative methods of communication and respond accordingly i.e. signing and use of telephone and face-to-face translators.
Person Specification
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification)
- GCSE Maths Grade 5 or above (or equivalent or higher qualification)
Desirable
- Undergraduate degree or equivalent.
Personal Qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other
Essential
- Disclosure Barring Service (DBS) check
- Evidence of continuing professional development
Experience
Essential
- Experience
- Understanding of Medical Administration
- Understanding of Information Governance / data compliance
- Broad Knowledge of General Practice
Desirable
- Knowledge of General Practice and/or Primary Care
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Competent in the use of Office and Outlook
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
Desirable
- Competent in use of SystmOne
Person Specification
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification)
- GCSE Maths Grade 5 or above (or equivalent or higher qualification)
Desirable
- Undergraduate degree or equivalent.
Personal Qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other
Essential
- Disclosure Barring Service (DBS) check
- Evidence of continuing professional development
Experience
Essential
- Experience
- Understanding of Medical Administration
- Understanding of Information Governance / data compliance
- Broad Knowledge of General Practice
Desirable
- Knowledge of General Practice and/or Primary Care
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Competent in the use of Office and Outlook
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
Desirable
- Competent in use of SystmOne
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.