Job Description

Job Overview

Modality Partnership Nottingham Division has a part-time vacancy (25-30 hours per week between the core hours of 8 - 6:30, hours negotiable) for a Document Management Administrator. The postholder will work at The Windmill Practice to provide accurate and timely processing of clinical correspondence and ensure appropriate action is taken each time. We are seeking dedicated postholders to join our team and who can display our CARE values: Commitment, Accountability, Respect and Excellence. Salary for this role is 23,953.10 per annum WTE.

This job is suitable for individuals who enjoy data input, coding and filtering correspondence to the most appropriate team member to help maximise patient care. The post holder will need have excellent attention to detail, good IT skills, good time management skills and can prioritise workloads effectively whilst ensuring the document management process is accurate and completed to a high standard in line with standard processes.

As an employee with us you can benefit from:

Enrolment to the NHS pension scheme

Annual leave minimum 27 days, plus 8 days bank holiday pro rata

Employee discounts and benefits scheme

Employee assistance programme (EAP)

Education and career pathways

Enhanced Family friendly policies

Flexible working

Wellbeing support and initiative

If you are interested in learning more, please read on.

Main duties of the job

The role is an all-rounded, hands-on administration role; the postholder will need to confidently evidence and utilise key skills such as effective communication, processing of documents accurately and in a timely manner, and demonstrate the ability to escalate errors they may find on the system appropriately. The postholder will prioritise the workload along with the wider team to ensure that clinical correspondence is reached by the most appropriate team member daily.

The role is not a regular 9am-5pm job and is not a patient facing role. The postholder will be required to use the clinical system confidently to ensure clinical correspondence is managed appropriately. The job requires innovation, flexibility, and commitment and the postholder will be required to work resourcefully as part of the team to ensure tasks are completed.

Overview of your organisation

We are one of the largest GP super-partnerships in the UK, serving over 450,000 patients and with a workforce of 1500+. We are unique, we are always looking at ways to improve our delivery of services through the implementation of new and innovative solutions that we can scale across the organisation. Your job is to work directly with key team members to help us to harmonise ways of working and improve working practices to improve patient and staff satisfaction. This is a role that will equip you with a portfolio of administrative skills associated with the medical records of our registered patients and which contributes to making sustainable changes within Primary Care.

Your job is to work directly with the Divisional Board and Divisional Management Team to help us drive forwards the Division; to improve working practices to improve patient and staff satisfaction. Most management roles focus on personnel management / project management. This is a role that will equip you with a portfolio of leadership and operational skills to make sustainable changes within Primary Care.

Modality Partnership is an Equal Opportunities Employer and is committed to ensuring equal employment opportunities for all our potential applicants in line with the Equality Act, 2010.

Please refer to the supporting documents section to retrieve the JD detailing the core responsibilities of this role.

The purpose of document workflow management is to work as part of a small divisional team ensuring that between the team, all aspects of the role are adequately covered. Training will be provided where needed. Team members will learn all aspects of this role and will be utilised where the need is greatest at any given time

Transferring relevant data from clinical correspondence and input into electronic patient record.

Workflow all correspondence according to the Divisions protocol using the workflow software and action as appropriate.

Filing and retrieving paperwork.

File copies of discharge summaries electronically

Record all allergies and sensitivities.

Code and "link" each "problem" appropriately as per the practice summarising protocol. Review and the summary page.

Handle telephone queries and re-direct as appropriate.

Identify and refer any clinical actions to the GP.

Process medication changes were necessary referring to GP as appropriate.

Process and deal with Safeguarding documentation.

Ensure the security of data at all times.

You will need to have good communication skills both written and verbal, be organised, methodical and able to work quickly and accurately.

To undertake any other duties commensurate with the scope of the role and within your skill set as requested.

Summarising of new patient records that come into the practice both paper and electronic.

Coding and processing of degraded entries and GP2GP.

NB: This job description outlines the key duties that are expected of you within the role of Workflow Document Management Administrator, although is not an exhaustive list. It may be amended in line with experience, business requirements and as a result of any future organisational change.

You will love this job if you have a passion for administration work and want to develop your knowledge within primary care through document workflow processing and data inputting, you are innovative, organised, and are driven to find and implement solutions to improve the day to day working environment.

If you feel this is the ideal career advancing opportunity for you and you want to rise to the challenge of this opportunity, we welcome an application for you to join our growing team of likeminded people.

Please Note: The Modality Partnership reserves the right to close this vacancy at any time during the advertising period.

Pre-employment

Vaccinations

As part of recruitment to the Modality Partnership, we will be checking the vaccination status of all new starters so that we can manage individual and environmental risks. We will offer support to those who may be undecided about vaccinations. Some vaccinations for certain roles are mandatory, and you will be asked to provide evidence of this where there is a mandatory requirement.

Right to work checks

All applicants invited for interview will need to prove their right to work in the UK at the interview stage.

References

References must be secured prior to beginning employment, one must be your current or most recent employer.

Employment history

You must notify us of any employment gaps of 6 weeks or more.

Person Specification:

What are the minimum requirements all candidates need to meet?

Qualifications and Experience:

We require high performing team members to join our team with:

Knowledge:

Customer service principles and practices

Medical terminology

Reception protocols

Telephone call management, including taking, parking and transferring calls NHS systems

MS Word, Outlook, Excel and other relevant software packages

Knowledge of / experience from within NHS/General Practice

Previous call-handling experience

Clinical coding/Summarising

Skills:

Customer service orientation

Excellent listening, communication and interpersonal skills

Problem-analysis and problem-solving

Accurate typing and word processing skills

Administrative and organisational skills

Ability to follow policies, practices and protocols

Stress tolerance

Ability to handle patients (both on the telephone and in person) who may be angry, upset or distressed

Computer-literate and adaptable in using different software

Personal Qualities:

Confident and welcoming demeanour

Professional approach to work

Good telephone manner

Strong team player

Smart appearance

Exercises tact and discretion at all times

Demonstrates initiative to handle any unforeseen events during a shift

Demonstrates flexibility towards new working practices and towards working hours

Job Type: Part-time

Pay: 12.25 per hour

Expected hours: 25 - 30 per week

Benefits:

Company pension Cycle to work scheme Health & wellbeing programme
Work Location: In person

Application deadline: 30/06/2025