Workflow Co-ordinator and Document Scanner

Integrated Care System; Gloucester; On-site; GBP 22,000 - 28,000; Full time

Job summary

A friendly GP practice in Gloucester is seeking a Workflow Co-ordinator and Document Scanner to join their administrative team. The ideal candidate will possess excellent communication skills, be computer literate, and have experience in a similar role within a GP setting. Responsibilities include managing medical administration, scanning documents, and facilitating effective communication within the practice. This position offers a supportive environment with opportunities for personal and professional development.

Qualifications

• GCSE in Maths & English or equivalent.
• Experience in General Practice is beneficial.
• Willingness to undertake training for SystmOne and other software.

Responsibilities

• Assist practice team and communicate positively with visitors.
• Undertake various administrative duties to ensure the practice runs smoothly.
• Facilitate communication between patients and healthcare teams.

Skills

Communication skills

Computer literacy

Interpersonal skills

Time management

Flexibility and cooperativeness

Education

GCSE grade 4/C or above in Maths & English

Tools

Office and Outlook

SystmOne

Job description

Workflow Co-ordinator and Document Scanner

We are a friendly GP practicebased in Gloucester looking for a workflow co-ordinator and document scanner tojoin our admin team. Candidates will need to be computer literate withexcellent communication skills, passionate about working in the NHS and helpingto support the local community.

You will be self-motivated andwilling to help out in other areas of the practice, as required.

The successful candidate will bebased over 2 sites, working in a friendly and supportive admin team. Ideallythe candidate should have experience of working in a similar role within a GPpractice, have knowledge and be competent in using word, excel and email.

Closing date: Sunday20th July 2025

Interview date: Monday 28thJuly 2025

Gloucester Health Access Centre& Matson Lane Surgery

Quayside House

Quay Street

Gloucester

GL1 2TZ

Main duties of the job

Offer general assistance tothe practice team and project a positive and friendly image to patients andother visitors, either in person or via the telephone.

Undertake a variety ofadministrative duties to assist in the smooth running of the practice.

Facilitate effectivecommunication between patients, members the primary health care team, secondarycare and other associated healthcare agencies.

About us

You will be required to be immunisedin compliance with Green Book (link attached) and NHS recommendations for yourrole (unless medically exempt).

G DOC LTD is owned by all the GP Practices in Gloucestershire; thePractices are our shareholders.

We operate on a not-for-profit basis: any profits are redistributed intoprimary care in Gloucestershire.

We are a limited company run by a Board of Directors, most of whom are experiencedlocal GPs.

We run a number of GP practices, as well as some other services for thewhole county.

In Gloucester we run 9,500 patients at Gloucester Health Access Centre/MatsonLane (9,500 patients) and Partners inHealth (12,400).

In the Forest of Dean, we run two practices, both of which aredispensing: 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 thehigh-risk patients in Gloucestershire.

Over 17,000 primary care appointments each year at Gloucester HealthAccess Centre for patients who may need to be seen the same day when their ownpractice is already full, or who do not have a registered GP. GHAC is open8am8pm, 365 days a year.

Job responsibilities

Main duties of the role

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 Adminstrator

Duties specific to role

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:

o Scanning, processing and coding of documents for GHAC and Matson Lane Surgery, urgent and non-urgent documents

o Summarising - As required, Ensuring timely summarising of patient notes.

o Management of patient notes receiving /deducting , GP2GP links

o Child DNA hospital and breast screening follow up letters

o Monitoring inbox for email [e-mail]

o Collecting, sending and opening of post

o To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others.

o To assist the Practice Manager and Health Professionals with any clerical and administrative duties as required.

o Ensure comprehensive handover to support other colleagues.

o To provide cover for members of the administration team during periods of sickness and annual leave.

o Use initiative and established procedures to resolve queries at the first point of contact or escalate when appropriate to managers.

o Any other business which supports the business needs.

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.

Other responsibilities

Awareness of and compliance with all relevant G DOC policies/guidelines for your role, e.g. prescribing, confidentiality, data protection, health and safety;

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.

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.

Helping to ensure that the Practice provides a supportive working environment for clinicians, trainees and other employees. Supporting colleagues learning and professional development, as well as your own.

Helping to ensure that the Practice complies with CQC requirements for primary care, including all fundamental standards of care.

You will be required to be immunised in compliance with Green Book and NHS recommendations for your role (unless medically exempt).

Ensuring that you always work within your own competencies and training.

Observing health and safety guidelines at all times.

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 for any business use, if applicable (e.g. home visits if part of your role).

GP staff 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.

Infection Control

Undertaking training, and following policies and processes, as appropriate to your role.

Any other reasonable duties that may be required from time-to-time.

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.

Personal/Professional Development:

You will ensure that your mandatory training remains up to date.

You will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

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;

Checking your email and TeamNet every working day;

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

• GCSE grade 4/C or above in maths & English, or equivalent (if candidate does not hold these qualifications or a recognised equivalent, competency testing may be required)

Skills and Personal Qualities

• Excellent communication skills (written and oral)
• Competent in the use of Office and Outlook
• If not already competent in SystmOne, Office & Outlook, willing and able to undertake training and develop competency.
• Ability to follow policy and procedure
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• 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
• Competent in use of SystmOne

Experience

• Broad knowledge of General Practice

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.