Job summary
We are
recruiting a Frailty Team Administrator to join our new Frailty Team in the West Forest of Dean Primary Care Network for 20 hours per week. We are looking for an experienced and highly organised
administrator to support the smooth running of the services provided by
the Frailty Team, enabling all team members to deliver high-quality care. The
role is specifically responsible for administering the self-assessment
questionnaire process, administering and coordinating the Dementia Co-diagnosis
process centred around Multi-Disciplinary Team (MDT) meetings, liaising with
system partners, keeping accurate records and providing general administrative
support to the Frailty Team.
You will be based in the Forest of Dean
(location to be agreed) and you must be prepared to work across various
locations in the Forest of Dean and occasionally may be required to attend
GDOCs offices in Gloucester.
The post holder will work closely
with other members of the Frailty team including the Frailty Nurse, GP Lead and Social Prescriber, as well as the wider PCN team and
practice staff.
The closing date is 23rd
March 2026 and interviews will be held on Monday 13th April.
The Care Quality
Commission requires us to have a complete employment history from the age of
16, including explanations for any gaps in employment.
Main duties of the job
Moderate and Severe Frailty
Support to maintain the
Personalised Proactive Whiteboard and patient records
Administration of the
self-assessment questionnaire process
Administrative Support
for Frailty Practitioner, organising and monitoring actions
Supporting the Frailty
Practitioner and Care Coordinators to complete Personalised Care and other
plans and regular reviews.
Dementia Co-diagnosis
Support the Frailty
Practitioner to coordinate and plan MDT meetings. Meeting administration including
minute-taking.
Ensure actions arising
from the MDT meetings are followed up.
Receive and process all
referral information.
General
Support and maintain
patient records
Assist with
preparation of reports, correspondence and documentation
Handle enquiries
from patients, families and partner organisations
Coordinate appointments/visits and communications
between patients, carers, health, social care and any other services involved
in an individuals care.
Support the
monitoring and evaluation of service performance through data collection and
reporting.
Provide any
other general administrative support to the PCN Frailty Team as required
Please see Frailty Team Administrator job description and General G DOC employee job description for further information.
About us
West Forest of Dean PCN is hosted (and core team staff are employed) by G DOC Ltd
G DOC LTD is a unique, GP-owned organisation all GP
surgeries in Gloucestershire are our shareholders. We operate with a
not-for-profit ethos, ensuring every decision and service is focused on
improving patient outcomes and reinvesting in local Primary Care across the
county.
We directly manage several GP surgeries in Gloucester
and the Forest of Dean, providing patient-centred care to more than 45,000
patients. We value continuity of care and practice teams are at the heart
of all we do. In addition to our surgeries, we deliver a range of countywide
commissioned services designed to improve access, increase capacity, or provide
specialist support. Our teams are committed to delivering sustainable,
high-quality primary care while fostering innovation and collaboration across
the local health system.
By joining us, you'll be part of an organisation that
puts people first supporting staff wellbeing, professional development, and a
collaborative culture. You'll benefit from the stability, support, and career
opportunities of a larger organisation, while still working in close-knit,
community-focused teams.
Job description
Job responsibilities
Duties Specific to Role
Moderate and Severe Frailty
Model of Care:
Support
the Care Coordinator as required to transpose data onto the Personalised
Proactive Whiteboard
Lead
the administration of the self-assessment questionnaire process, sending out
questionnaires to potential patients, receiving and analysing responses.
Support
the Frailty Practitioner in the process of triaging patients to determine who
will receive a Comprehensive Geriatric Assessment (CGA)
For
those patients who do not receive a CGA, provide administrative support to
carry out alternative actions/interventions/referrals
Ensure
the Clinical Frailty Score is recorded in the patients GP Clinical Record
where possible, along with other relevant codes
Provide
administrative support to the Frailty Practitioner and Care Coordinator to
ensure the My Life, My Plan Personalised Care and Support Plan, and ReSPECT
plans, are completed and printed out for inclusion in the patients What
Matters to Me orange folder
Provide
support to the Care Coordinator through ongoing use of the care coordination
function of the Personalised Proactive Whiteboard, supporting delivery of any
related actions and ensure regular review (or at agreed trigger points) of the
patients Personalised Care and Support Plan
Dementia
Co-diagnosis Model of Care:
Receive
and process all referral information
Ensure
all MDT attendees receive the information in a timely manner in advance of the
MDT meeting and that all can attend to ensure quoracy
Ensure
MDT meetings run smoothly, including arranging slots for clinicians to present
their case(s), minuting each meeting as per local arrangements
Following
the meeting, undertake own actions as agreed, check all actions completed from
all MDT members, and record actions for each patient in their GP clinical
record and elsewhere if needed
General:
Support
and maintain patient records and ensure data is accurately recorded, coded and
stored in line with policy, procedures and data protection regulations.
Assist
with the preparation of reports, correspondence, and documentation.
Handle
enquiries from patients, families, and partner organisations in a professional
and compassionate manner.
Coordinate
appointments/visits and communications between patients, carers, health, social
care and any other services involved in an individuals care.
Support
the monitoring and evaluation of service performance through data collection
and reporting.
Provide
any other general administrative support to the PCN Frailty Team as required
The job description for all G DOC workers also forms part of
your job description.
Job description
Job responsibilities
Duties Specific to Role
Moderate and Severe Frailty
Model of Care:
Support
the Care Coordinator as required to transpose data onto the Personalised
Proactive Whiteboard
Lead
the administration of the self-assessment questionnaire process, sending out
questionnaires to potential patients, receiving and analysing responses.
Support
the Frailty Practitioner in the process of triaging patients to determine who
will receive a Comprehensive Geriatric Assessment (CGA)
For
those patients who do not receive a CGA, provide administrative support to
carry out alternative actions/interventions/referrals
Ensure
the Clinical Frailty Score is recorded in the patients GP Clinical Record
where possible, along with other relevant codes
Provide
administrative support to the Frailty Practitioner and Care Coordinator to
ensure the My Life, My Plan Personalised Care and Support Plan, and ReSPECT
plans, are completed and printed out for inclusion in the patients What
Matters to Me orange folder
Provide
support to the Care Coordinator through ongoing use of the care coordination
function of the Personalised Proactive Whiteboard, supporting delivery of any
related actions and ensure regular review (or at agreed trigger points) of the
patients Personalised Care and Support Plan
Dementia
Co-diagnosis Model of Care:
Receive
and process all referral information
Ensure
all MDT attendees receive the information in a timely manner in advance of the
MDT meeting and that all can attend to ensure quoracy
Ensure
MDT meetings run smoothly, including arranging slots for clinicians to present
their case(s), minuting each meeting as per local arrangements
Following
the meeting, undertake own actions as agreed, check all actions completed from
all MDT members, and record actions for each patient in their GP clinical
record and elsewhere if needed
General:
Support
and maintain patient records and ensure data is accurately recorded, coded and
stored in line with policy, procedures and data protection regulations.
Assist
with the preparation of reports, correspondence, and documentation.
Handle
enquiries from patients, families, and partner organisations in a professional
and compassionate manner.
Coordinate
appointments/visits and communications between patients, carers, health, social
care and any other services involved in an individuals care.
Support
the monitoring and evaluation of service performance through data collection
and reporting.
Provide
any other general administrative support to the PCN Frailty Team as required
The job description for all G DOC workers also forms part of
your job description.
Person Specification
Skills
Essential
- Excellent communication (written and oral) and interpersonal skills, comfortable and confident in communicating with a wide variety of people and organisations
- Strong IT skills
- Competent in using Microsoft office software, including word processing and spreadsheets
- If not already competent in SystmOne, willing and able to undertake training and develop competency
- Ability to manage sensitive information with discretion and adhere to confidentiality requirements
- Ability to manage sensitive information with discretion and adhere to confidentiality requirements
- Proactive and problem-solving skills and the ability to work under pressure in a fast-paced environment
- Ability to follow policy and procedure
- Effective time management (planning and organising)
- Ability to work independently, as well as part of a team
- Excellent organisational and administrative skills, with attention to detail
Desirable
- Competent in use of SystmOne
- Knowledge of healthcare administration and familiarity with medical terminology
Qualifications
Essential
- GCSE grade 4/C or above in maths & English, or equivalent
Experience
Essential
- Experience of working in an administrative role, preferably in an NHS or other healthcare setting
Desirable
- Experience of working in NHS or other healthcare setting
- Broad knowledge of General Practice
Personal qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative, motivated
- High levels of integrity and loyalty
- Demonstrates empathy, respect, and kindness in all interactions
- Collaborative and able to work effectively across disciplines and organisations to deliver joined-up care
- Person centred (Prioritises the individuals needs, preferences, and dignity)
- Innovative: Seeks out and applies evidence-based practices and new models of care
- Promotes equality, diversity, and cultural competence in care delivery
- Able to use own initiative but also know when to seek assistance
- Ability to work under pressure
- Willingness to embrace change and contribute to ongoing improvements within the service
Person Specification
Skills
Essential
- Excellent communication (written and oral) and interpersonal skills, comfortable and confident in communicating with a wide variety of people and organisations
- Strong IT skills
- Competent in using Microsoft office software, including word processing and spreadsheets
- If not already competent in SystmOne, willing and able to undertake training and develop competency
- Ability to manage sensitive information with discretion and adhere to confidentiality requirements
- Ability to manage sensitive information with discretion and adhere to confidentiality requirements
- Proactive and problem-solving skills and the ability to work under pressure in a fast-paced environment
- Ability to follow policy and procedure
- Effective time management (planning and organising)
- Ability to work independently, as well as part of a team
- Excellent organisational and administrative skills, with attention to detail
Desirable
- Competent in use of SystmOne
- Knowledge of healthcare administration and familiarity with medical terminology
Qualifications
Essential
- GCSE grade 4/C or above in maths & English, or equivalent
Experience
Essential
- Experience of working in an administrative role, preferably in an NHS or other healthcare setting
Desirable
- Experience of working in NHS or other healthcare setting
- Broad knowledge of General Practice
Personal qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative, motivated
- High levels of integrity and loyalty
- Demonstrates empathy, respect, and kindness in all interactions
- Collaborative and able to work effectively across disciplines and organisations to deliver joined-up care
- Person centred (Prioritises the individuals needs, preferences, and dignity)
- Innovative: Seeks out and applies evidence-based practices and new models of care
- Promotes equality, diversity, and cultural competence in care delivery
- Able to use own initiative but also know when to seek assistance
- Ability to work under pressure
- Willingness to embrace change and contribute to ongoing improvements within the service
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.