NHS
Clinical Scheduler and Recall Administrator
This job is now closed
Job Description
- Req#: A0782-25-0016?language=en&page=622&sort=publicationDateDesc
- Broad knowledge of General Practice
- 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
- Disclosure Barring Service (DBS) check
- Evidence of continuing professional development
- An ability to drive, current UK driving licence. and daily access to a vehicle.
- Excellent communication skills (written and oral)
- Strong IT skills
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Competent in use of SystmOne
- 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.
- 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)
- Broad knowledge of General Practice
- 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
- Disclosure Barring Service (DBS) check
- Evidence of continuing professional development
- An ability to drive, current UK driving licence. and daily access to a vehicle.
- Excellent communication skills (written and oral)
- Strong IT skills
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Competent in use of SystmOne
- 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.
- 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)
Job summary
G DOC LTD is a non-profit organisation that aims to strengthen primary care and general practice by delivering safe, high quality and innovative care. We currently run four GP Practices in Gloucestershire (two in Gloucester City and two in the Forest of Dean) and provide a number of bespoke primary care services across the county.
We are looking for an experienced Clinical Scheduler & Recall Administrator to join our professional and friendly administration team based in Gloucester. This is an opportunity to join a well-led, well-run and mutually supportive team and play your part in helping primary care patients. G DOC LTD is a supportive employer and encourages staff development, for the right candidate this position could lead to career in primary care with increasing responsibility and linked increases in salary.
Main duties of the job
The post holder will be responsible for managing and coordinating the rotas for our clinical staff and managing of our long-term condition recall system, ensuring smooth and efficient operations within the surgery, being organised and detail oriented.
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.
About us
You will be required to be immunised in compliance with Green Book (link attached) and NHS recommendations for your role (unless medically exempt).
G DOC LTD is owned by all the GP Practices in Gloucestershire; the Practices are our shareholders.
We operate on a not-for-profit basis: any profits are redistributed into primary care in Gloucestershire.
We are a limited company run by a Board of Directors, most of whom are experienced local GPs.
We run a number of GP practices, as well as some other services for the whole county.
In Gloucester we run 9,500 patients at Gloucester Health Access Centre/Matson Lane (9,500 patients) and Partners in Health (12,400).
In the Forest of Dean, we run two practices, both of which are dispensing: 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 the high-risk patients in Gloucestershire.
Over 17,000 primary care appointments each year at Gloucester Health Access Centre for patients who may need to be seen the same day when their own practice is already full, or who do not have a registered GP. GHAC is open 8am8pm, 365 days a year.
For more details visit our website
Date posted
10 April 2025
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A0782-25-0016
Job locations
Partners In Health
Stroud Road
Gloucester
GL15JJ
St. James Family Doctor
St. James
Quedgeley
Gloucester
GL24WD
Job descriptionJob description
Job responsibilities
Providing support to senior management as required, including organising and attending meetings as required.
Contribute to the design, implementation and maintenance of high-quality management information systems to include clinical rotas.
Maintaining full oversight of all rotas relating to G DOC contracts, including supervision of other rota fills within the organisation.
Forecasting future demand and supply for all G DOC contracts and providing weekly reports to managers.
Monitor ongoing appointment capacity for the practice, considering short notice changes of rotas as given by the line manager and informing them of any appointment/clinician shortages.
Check rota-fill daily and ensure the team respond to any late changes, filling gaps wherever possible.
To provide a point of contact for clinic related queries.
Source and book sessional GP cover where appropriate, using G DOC rota systems and other systems eg, rotacloud also managing the input of information on SystmOne including room plans.
To exercise initiative and judgement based on acquired knowledge and experience when ensuring adequate GP cover for sickness, annual leave, training days and meetings.
Assist in the management of GP locum recruitment, including inductions and smart card registrations for clinical staff and non-clinical staff.
Manage Nurse Rotas, sourcing and booking where appropriate to cover sickness, annual leave, training days and meetings. Support all clinical staff with general administrative tasks as requested.
Inviting, coding and managing of the LTC recall system
Support the Quality Outcomes Framework (QoF) management to ensure effective recall of patients for annual checks incorporating LTC, flu and/or Covid.
Use initiative and established procedures to resolve queries at the first point of contact or escalate when appropriate to managers.
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
Provide reciprocal cover for Administration Team during annual leave and sickness absence.
Any other business which supports the business needs.
Job responsibilities
Providing support to senior management as required, including organising and attending meetings as required.
Contribute to the design, implementation and maintenance of high-quality management information systems to include clinical rotas.
Maintaining full oversight of all rotas relating to G DOC contracts, including supervision of other rota fills within the organisation.
Forecasting future demand and supply for all G DOC contracts and providing weekly reports to managers.
Monitor ongoing appointment capacity for the practice, considering short notice changes of rotas as given by the line manager and informing them of any appointment/clinician shortages.
Check rota-fill daily and ensure the team respond to any late changes, filling gaps wherever possible.
To provide a point of contact for clinic related queries.
Source and book sessional GP cover where appropriate, using G DOC rota systems and other systems eg, rotacloud also managing the input of information on SystmOne including room plans.
To exercise initiative and judgement based on acquired knowledge and experience when ensuring adequate GP cover for sickness, annual leave, training days and meetings.
Assist in the management of GP locum recruitment, including inductions and smart card registrations for clinical staff and non-clinical staff.
Manage Nurse Rotas, sourcing and booking where appropriate to cover sickness, annual leave, training days and meetings. Support all clinical staff with general administrative tasks as requested.
Inviting, coding and managing of the LTC recall system
Support the Quality Outcomes Framework (QoF) management to ensure effective recall of patients for annual checks incorporating LTC, flu and/or Covid.
Use initiative and established procedures to resolve queries at the first point of contact or escalate when appropriate to managers.
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately.
Provide reciprocal cover for Administration Team during annual leave and sickness absence.
Any other business which supports the business needs.
Person SpecificationPerson Specification
Experience
Desirable
Personal Qualities
Essential
Other
Essential
Knowledge and Skills
Essential
Desirable
Qualifications
Essential
Experience
Desirable
Personal Qualities
Essential
Other
Essential
Knowledge and Skills
Essential
Desirable
Qualifications
Essential
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.
Employer details
Employer name
G DOC Ltd
Address
Partners In Health
Stroud Road
Gloucester
GL15JJ
Employer's website
Employer details
Employer name
G DOC Ltd
Address
Partners In Health
Stroud Road
Gloucester
GL15JJ
Employer's website
About the company
National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.