TLCP Docman Hub Administrator
| Posting date: | 09 January 2026 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 31 January 2026 |
| Location: | London, SE13 7SX |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | U0101-26-0002 |
Summary
Primary Responsibilities The following are the core responsibilities of the data 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: Accurately coding data onto EMIS via Docman Extracting the required data from clinical correspondence and inputting the data into the patients electronic healthcare record also for QOF Coding all secondary care (hospital) letters Scanning of patient documentation received in the post. Provide guidance in trouble shooting when requested Act as a liaison between TLCP, individual sites and clinicians to manage all fault reporting via their supervisor and/or the senior Docman administrator Identifying relevant clinical information documented in patient correspondence Photocopy documentation as required Monitor and action unplanned admissions/mental health/safeguarding Collate required data for reporting purposes Code results and upload data as required Monitor and action tasks from doctors Monitor and action new cases of cancer identified in correspondence Monitor A&E correspondence for Diabetes/Respiratory/Severe Frailty Be prepared to take on additional responsibilities where reasonable such as referral management as and when the hub expands to take on this additional workload. Secondary Responsibilities In addition to the primary responsibilities, the data administrator may be requested to: Partake in audits as directed by the audit lead Assist with queries regarding safeguarding matters and refer appropriately Support other members of admin team staff providing cover during staff absences Support the team in the effective use of searches, audits and recalls Support the team in the use of the clinical system Configure searches and interpret data for audit purposes Monitor and action 111 letters Action , scan invoices forward to Finance Department 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. Collaborative Working 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.