Job summaryThe Document Management Administrator plays a key role in supporting the smooth running of the practice by managing the administration and processing of workflow requests, with guidance from the Operations Department. The post holder will be responsible for handling and processing patient records, coding, and documentation, ensuring accuracy and confidentiality at all times. The role also involves managing post, scanning, filing, and PCSE processes.
The role also involves liaising with colleagues and patients, offering telephone support to the Administrator/Receptionist team during core hours, and maintaining high standards of efficiency and attention to detail.
Main duties of the jobThe following are the core responsibilities of the Document Management Administrator. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
- Scanning and filing of patient documentation
- Managing workflow tasks
- Clinical coding and summarising patient records
- Processing deductions, incoming notes, and sending notes to Notes Space
- Providing telephone support during core hours
- Handling inbound and outbound post
- Managing PCSE queries and processing temporary registration uploads
- Creating, running reports, and managing bookings for:
- Child immunisations
- Ante-natal appointments
- EMIS workflow management, including:
- Lab reports
- Events
- Unfiled GP/GP
- Rejections
- Deduction rejections
- Link rejections
- Document management
- Amendments
- Coding of school immunisations
- Redacting patient information where required
About usAbout Victoria Medical Centre
We are now settled into our ultra-modern purpose-built premises post-merger - built in 2021. We are a training practice for Foundation doctors and GP trainees, with 30,000 patients, 33 consulting rooms, 2 operating suites and a private suite. We also have a training academy, daily training huddles, clinical meetings, an active PCN and a branch surgery, located in the towns main shopping centre.
Our aim is to improve accessibility to healthcare, working with a variety of Health Care professionals within VMC and our Primary Care Network. If you would like to work in a modern GP Practice, enjoy working with technology and keen to improve the future of Healthcare, this is the role for you.
Benefits of working at Victoria Medical Centre:
- Enrolment to the NHS Pension Scheme
- Competitive salary
- Management support
- Free access for all staff and their family to our Health and Wellbeing support programme
- Personal and professional development opportunities
- Open, caring and positive culture
- Friendly, supportive team
Job responsibilitiesFull job description available upon request - main duties of the
Document Management Administrator position are detailed above.
Person SpecificationPersonal QualitiesEssential- 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
Knowledge and SkillsEssential- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- 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 procedures
- Ability to recognise and correctly use basic medical terminology when processing documents and workflow tasks
- Ability to follow policy and procedures
- Demonstrates attention to detail while maintaining efficiency in high-volume tasks
Desirable- EMIS / DOCMAN user skills
- Knowledge of GP practice administrative processes (e.g., workflow, deductions, PCSE processes
ExperienceEssential- Previous administrative experience in a busy office environment
Desirable- Previous experience in a GP surgery, healthcare, or NHS setting
- Experience of clinical coding and summarising medical records
Other requirementsEssential- Willingness to undertake further training and development
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) 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. 
