Job summary
The Document Control Coordinator will play a critical role in ensuring the Trust maintains robust governance and compliance standards by managing all clinical documents, including policies, guidelines, and standard operating procedures. This post is responsible for the end-to-end process of document control--ensuring accuracy, version control, timely updates, and accessibility across the organisation.
You will work closely with clinical teams to:
- Maintain a central repository of approved documents.
- Ensure compliance with statutory and regulatory requirements (CQC, NHS England, NICE).
- Support assurance frameworks and audits by providing accurate documentation.
- Coordinate review cycles and facilitate stakeholder engagement for updates.
This role is essential for patient safety, operational efficiency, and governance assurance. By ensuring staff have access to current, evidence-based guidance, you will help reduce clinical risk and support high-quality care delivery.
Previous Applicants need not apply
There is a requirement for on site working minimum of 2 days a week
Main duties of the job
Document Management: Maintain the Trust's central repository of clinical documents ensuring version control and accessibility. Compliance Assurance: Monitor and coordinate document review cycles to ensure compliance with statutory, regulatory, and internal governance requirements (CQC, NHS England, NICE). Quality Control: Ensure all documents are accurate, evidence-based, and approved through the correct governance processes before publication. Stakeholder Engagement: Liaise with clinical teams to facilitate timely updates and resolve queries related to document control. Process Improvement: Develop and maintain robust document control processes, identifying opportunities for efficiency and standardisation. Training & Guidance: Support staff in understanding document management protocols and provide advice on policy development and review processes.
About us
Lincoln Hospital is a thriving university city and with the opening of the medical school, it provides all major specialties and a 24-hour major accident and emergency service.
United Lincolnshire Hospitals NHS Trust has been granted teaching hospital status, after demonstrating evidence to significant teaching commitment. From now on it will be known as United Lincolnshire Teaching Hospitals NHS Trust.
Pilgrim Hospital is situated in beautiful countryside and serves the communities in the South Lincolnshire area. It provides all major specialties and a 24-hour major accident and emergency service.
Grantham and District Hospital serves the communities of Grantham and the local area. It provides ambulatory paediatric and accident and emergency services.
Lincolnshire Community Health Services NHS Trust (LCHS) and United Lincolnshire Hospitals NHS Trust (ULHT) have come together in a Group arrangement, with the goal of improving the care provided to patients across the county.
This will not constitute a formal merger of the two organisations, but will bring the Trusts together under a single Board and Executive Leadership Team, with the goal of improving the care that is provided to patients both in the community and in hospitals across Lincolnshire. Both Trusts will retain their separate statutory names and legal obligations.
The Group will be known as Lincolnshire Community and Hospitals NHS Group (LCHG).
Job description
Job responsibilities
To ensure the effective management, control, and governance of clinical documents across the Trust.
They will maintain the Trusts clinical document management systems, ensuring that all policies, procedures, guidelines, and records are current, accessible, and compliant with regulatory standards.
This role supports clinical effectiveness, patient safety, and organisational accountability by facilitating timely updates, version control, and secure archiving of essential documentation.
Please refer to attached job description for full details.
Job description
Job responsibilities
To ensure the effective management, control, and governance of clinical documents across the Trust.
They will maintain the Trusts clinical document management systems, ensuring that all policies, procedures, guidelines, and records are current, accessible, and compliant with regulatory standards.
This role supports clinical effectiveness, patient safety, and organisational accountability by facilitating timely updates, version control, and secure archiving of essential documentation.
Please refer to attached job description for full details.
Person Specification
Qualifications
Essential
- Specialist knowledge of non-documentation and document control acquired through qualification, or equivalent experience or training
- Post Graduate Qualification or relevant equivalent experience
- Evidence of ongoing personal development
Desirable
- Healthcare and/or relevant professional qualification
- IT qualification or equivalent
Skills/competence
Essential
- Ability to analyse data and make judgements.
- Knowledge of NHS administration systems
- Strong administrative and organisational skills including accurate records management.
- Involvement in service development
- Skilled in the standard use of Microsoft Windows based applications including Word, Excel and PowerPoint
- Good verbal and written communication skills.
Desirable
- An understanding of Records Management - Clinical & Non-clinical
Knowledge
Essential
- Knowledge and or experience creating/designing and implementing Data systems.
- Knowledge and or Experience of completing data audits.
- Knowledge of Document Control Systems
- Knowledge of documentation guidance and best practice
- Be familiar with Data Protection Act and Freedom of Information (FOI) act
Desirable
- Knowledge of medical & legal terminology
- Knowledge of information governance regulations and requirements as they relate to healthcare service providers
- An understanding of the regulatory framework applicable to the delivery of healthcare services in an acute and community setting.
Experience
Essential
- Extensive experience of working with business management IT systems and databases.
- Experience of providing staff line management.
Desirable
- Experience working in a healthcare setting
Special attributes/specific requirements
Essential
- The ability to extract and analyse complex data from business management IT systems and databases.
- Self-motivated and committed to improving the quality and safety of healthcare services within the Group
Personal Qualities
Essential
- Understanding of and commitment to the Group's values
Person Specification
Qualifications
Essential
- Specialist knowledge of non-documentation and document control acquired through qualification, or equivalent experience or training
- Post Graduate Qualification or relevant equivalent experience
- Evidence of ongoing personal development
Desirable
- Healthcare and/or relevant professional qualification
- IT qualification or equivalent
Skills/competence
Essential
- Ability to analyse data and make judgements.
- Knowledge of NHS administration systems
- Strong administrative and organisational skills including accurate records management.
- Involvement in service development
- Skilled in the standard use of Microsoft Windows based applications including Word, Excel and PowerPoint
- Good verbal and written communication skills.
Desirable
- An understanding of Records Management - Clinical & Non-clinical
Knowledge
Essential
- Knowledge and or experience creating/designing and implementing Data systems.
- Knowledge and or Experience of completing data audits.
- Knowledge of Document Control Systems
- Knowledge of documentation guidance and best practice
- Be familiar with Data Protection Act and Freedom of Information (FOI) act
Desirable
- Knowledge of medical & legal terminology
- Knowledge of information governance regulations and requirements as they relate to healthcare service providers
- An understanding of the regulatory framework applicable to the delivery of healthcare services in an acute and community setting.
Experience
Essential
- Extensive experience of working with business management IT systems and databases.
- Experience of providing staff line management.
Desirable
- Experience working in a healthcare setting
Special attributes/specific requirements
Essential
- The ability to extract and analyse complex data from business management IT systems and databases.
- Self-motivated and committed to improving the quality and safety of healthcare services within the Group
Personal Qualities
Essential
- Understanding of and commitment to the Group's values
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
