Job summary
G DOC LTD is a non-profit organisation that aims to strengthen primary care and general practice by delivering safe, high quality and innovative care. We currently run four GP Practices in Gloucestershire (two in Gloucester City and two in the Forest of Dean) and provide a number of bespoke primary care services across the county.
We are looking for an experienced General Practice Medical Administrator to join our professional and friendly administration team based in Gloucester. This is an opportunity to join a well-led, well-run and mutually supportive team and play your part in helping primary care patients. G DOC LTD is a supportive employer and encourages staff development, for the right candidate this position could lead to career in primary care with increasing responsibility and linked increases in salary.
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: 16/04/2025
Main duties of the job
Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Undertake a variety of administrative duties to assist in the smooth running of the practice.
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.
Reports to: Lead Administrator
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
Working Conditions
The job is primarily Gloucester-based, but you will be required to travel independently between GDOC's services in Gloucestershire, including Gloucester and the Forest of Dean, and to attend meetings etc. hosted by other agencies throughout Gloucestershire and, occasionally, in other areas of the UK.
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.
- Responsibility for all Medical Administration in the Practice. Working with the Practice Manager, Lead Administrator and other members of the Practice team to ensure effective, efficient and timely medical administration throughout the Practice.
Administrative Team requirements as assigned, including: - Document Management and scanning.
- Medical Reports Administration
- Coding of Medical correspondence
- Supporting QOF and other performance indicators and contractual requirements
- Recalls and sending invites for LTC reviews, childhood vaccinations etc
- GP2GP. Monitoring incoming tasks, assigning any that are not already assigned to a member of the team.
- 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.
- 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.
Job description
Job responsibilities
Working Conditions
The job is primarily Gloucester-based, but you will be required to travel independently between GDOC's services in Gloucestershire, including Gloucester and the Forest of Dean, and to attend meetings etc. hosted by other agencies throughout Gloucestershire and, occasionally, in other areas of the UK.
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.
- Responsibility for all Medical Administration in the Practice. Working with the Practice Manager, Lead Administrator and other members of the Practice team to ensure effective, efficient and timely medical administration throughout the Practice.
Administrative Team requirements as assigned, including: - Document Management and scanning.
- Medical Reports Administration
- Coding of Medical correspondence
- Supporting QOF and other performance indicators and contractual requirements
- Recalls and sending invites for LTC reviews, childhood vaccinations etc
- GP2GP. Monitoring incoming tasks, assigning any that are not already assigned to a member of the team.
- 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.
- 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.
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
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
Experience
Essential
- Broad knowledge of General Practice
Desirable
- Knowledge of General Practice and/or Primary Care
- Understanding of Medical Administration
- Understanding of Information Governance / data compliance
Other
Essential
- Disclosure Barring Service (DBS) check
- Evidence of continuing professional development
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
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
Experience
Essential
- Broad knowledge of General Practice
Desirable
- Knowledge of General Practice and/or Primary Care
- Understanding of Medical Administration
- Understanding of Information Governance / data compliance
Other
Essential
- Disclosure Barring Service (DBS) check
- Evidence of continuing professional development
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.