TLCP Docman Hub Administrator

NHS; Greater London; On-site; GBP 20,000 - 25,000; Full time

Job summary

A national healthcare organization is seeking a Data Administrator responsible for managing and coding patient data within EMIS via Docman. Key tasks include extracting clinical information, supporting multidisciplinary teams, and maintaining accurate records. Ideal candidates should have strong communication skills, experience in healthcare, and a proactive approach to problem-solving. This role offers the opportunity to contribute to patient care in a supportive work environment.

Benefits

Structured induction program

Ongoing training and development

Supportive work culture

Qualifications

• Experience of working in a health care setting.
• Experience of establishing effective office administrative systems.
• Experience of working with the general public.

Responsibilities

• Coding clinical data accurately onto EMIS via Docman.
• Extracting relevant data from clinical correspondence.
• Collating data for reporting purposes.
• Monitoring unplanned admissions and safeguarding alerts.

Skills

Excellent communication skills

Problem solving & analytical skills

Effective time management

Competent in the use of Office and Outlook

Education

GCSE Mathematics & English - C or above

Educated to GCSE level or equivalent

NVQ Level 2 in Health and Social Care

Job description

Overview

To be responsible for undertaking a wide range of document management and data inputting duties in support of the multidisciplinary team. Duties include but are not limited to reading incoming correspondence, identifying and coding information from patients clinical records and correspondence from other care service providers and other sources, identifying appropriate workflow route, managing incoming and outgoing workflow and adhering to extant policy and procedure.

Main duties of the job

The Data Administrator is responsible for the accurate management and coding of patient data within EMIS via Docman. Key responsibilities include:

Job responsibilities

Primary Responsibilities

• Coding clinical data, QOF information, results, and secondary care (hospital) correspondence
• Extracting relevant clinical information from correspondence and uploading it to electronic patient records
• Scanning, processing, and photocopying patient documentation received by post
• Collating data for reporting purposes
• Monitoring and actioning: tasks from clinicians, unplanned admissions, mental health and safeguarding alerts, new cancer cases identified in correspondence, A&E correspondence for diabetes, respiratory and severe frailty
• Acting as a liaison between TLCP, individual sites and clinicians for fault reporting via supervisors or the senior Docman administrator
• Providing troubleshooting guidance when required
• Taking on additional reasonable duties, including referral management as the hub expands

Secondary Responsibilities

• Participating in audits as directed by the audit lead
• Assisting with queries regarding safeguarding matters and refer appropriately
• Supporting other members of admin team staff providing cover during staff absences
• Supporting the team in the effective use of searches, audits and recalls
• Supporting the team in the use of the clinical system
• Configuring searches and interpreting data for audit purposes
• Monitoring and actioning 111 letters
• Action, scan invoices forward to Finance Department

About us

The Lewisham Care Partnership (TLCP) is a patient‑centred, values‑driven GP partnership committed to delivering safe, high‑quality care while fostering a supportive and inclusive workplace.

TLCP promotes a culture where equality, diversity and inclusion are embedded in everyday practice. Patients and staff are treated with dignity and respect, with equality of opportunity encouraged across recruitment, development and career progression.

The organisation places strong emphasis on safety, wellbeing and confidentiality, ensuring staff work in a secure environment and uphold high standards of data protection and patient privacy. Everyone shares responsibility for health and safety, security, and professional conduct.

TLCP values quality and continuous improvement, encouraging staff to suggest improvements, share good practice and contribute to better service delivery. Collaborative, multidisciplinary working is central to how teams operate, supported by clear communication.

Staff benefit from a structured induction programme, ongoing training and development, and access to learning opportunities that support career growth. TLCP also encourages a healthy work life balance and supports staff to take their full annual leave entitlement.

Overall, TLCP offers a professional, supportive and forward‑thinking environment where staff are valued and encouraged to make a meaningful impact on patient care.

Generic Responsibilities

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff members have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff members have a responsibility to ensure that patients and colleagues are treated with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

The Lewisham Care Partnership (TLCP) is committed to supporting and promoting opportunities to for staff to maintain their health, well‑being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

TLCP is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re‑examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within TLCP to look for opportunities to improve quality and share good practice.

TLCP continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the line manager or member of site staff as appropriate.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff members are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

All staff members are to recognise the significance of collaborative working. Team work is essential in multidisciplinary environments. Effective communication is essential and all staff members must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

All TLCP employees must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff members will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff members must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are members of staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

As part of TLCP, staff members are required to dress appropriately for their role. Administrative staff will be provided with uniforms whilst clinical staff must dress in accordance with their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 20 days leave each year, and should be encouraged to take all of their leave entitlement.

Person Specification

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Qualifications

• Educated to GCSE level or equivalent
• GCSE Mathematics & English - C or above
• NVQ Level 2 in Health and Social Care

Other requirements

• Flexibility to work outside of core office hours

Experience

• Experience of working with the general public
• Experience of establishing effective office administrative systems
• Experience of working in a health care setting

Skills

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

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.