Job summary
Are you highly organised, proactive, and looking to make a real difference in NHS Primary Care? G DOC LTD is looking for a Project Co-ordinator to provide efficient and hands-on project support to G DOCs operational and strategic programmes.
This varied and rewarding part-time role includes project co-ordination, diary management, meeting support, and stakeholder liaison. Youll play a vital role in helping to deliver projects that support sustainable and innovative General Practice.
The role is hybrid both from home and across various locations in Gloucestershire. Access to your own transport is essential for this role. You must be willing and able to travel to central Gloucester and The Forest of Dean whenever required during your contracted hours.
The Project Coordinator role is for 20-25 hours per week, to be worked over at least 4 days.
Salary will depend on skills and experience, in a range from £13.57 - £15.50/hour.
The role is eligible for the NHS pension scheme.
Paid annual leave of 25 days per annum plus 8 days of bank holidays (pro-rata if part-time).
Closing date: 22/07/2025
Interview date: 24/07/2025
Main duties of the job
To provide efficient and proactive project support to G DOCs operational and strategic programmes. This includes project tracking, communication with stakeholders, minute-taking, diary management, and updating documents and systems.
To provide Comprehensive secretarial support and administrative services to the COO and other members of the Senior Leadership Team as required. This will include drafting emails and co-ordinating responses with minimum supervision and guidance, managing electronic diaries, emails, day to day telephone queries and incoming post in a way that is responsive to their needs and contributes to the effectiveness of their role.
Reports to: Chief Operations Officer
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).
From 1 August 2025, G DOC will be running Coleford Medical Practice dispensing: (13,600) 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.
Job description
Job responsibilities
- Assist with planning and delivery of internal and external projects aligned with G DOCs objectives.
- Maintain project documentation including plans, risk registers, timelines, and progress reports.
- Set up and maintain project dashboards and shared drives.
- Organise and attend project meetings, track actions and deadlines, ensuring key stakeholders are kept informed and accountable.
- Serve as a point of contact between team members, departments, and external stakeholders.
- Manage diaries and scheduling for senior team members.
- Co-ordinate and minute key meetings and ensure timely circulation of notes.
- Handle confidential information with discretion.
- Arrange logistics for meetings, workshops, and events.
- Provide prompt, effective verbal and written communication and deal with queries in a confidential, professional, and sensitive manner.
- Use initiative in all areas of work in the absence of or on behalf of the COO and ensure that they are kept informed.
- Be an ambassador for G DOC: build and maintain constructive relationships with others, within and externally to G DOC.
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, meetings and events organised by the Practice, PCN, or other agencies such as the ICB, where appropriate;
- Treating colleagues with courtesy and respect;
- Complying with G DOCs values, and the values of your team.
- 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.
- 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.
- 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.
- 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.
CommunicationYou 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.
Job description
Job responsibilities
- Assist with planning and delivery of internal and external projects aligned with G DOCs objectives.
- Maintain project documentation including plans, risk registers, timelines, and progress reports.
- Set up and maintain project dashboards and shared drives.
- Organise and attend project meetings, track actions and deadlines, ensuring key stakeholders are kept informed and accountable.
- Serve as a point of contact between team members, departments, and external stakeholders.
- Manage diaries and scheduling for senior team members.
- Co-ordinate and minute key meetings and ensure timely circulation of notes.
- Handle confidential information with discretion.
- Arrange logistics for meetings, workshops, and events.
- Provide prompt, effective verbal and written communication and deal with queries in a confidential, professional, and sensitive manner.
- Use initiative in all areas of work in the absence of or on behalf of the COO and ensure that they are kept informed.
- Be an ambassador for G DOC: build and maintain constructive relationships with others, within and externally to G DOC.
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, meetings and events organised by the Practice, PCN, or other agencies such as the ICB, where appropriate;
- Treating colleagues with courtesy and respect;
- Complying with G DOCs values, and the values of your team.
- 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.
- 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.
- 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.
- 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.
CommunicationYou 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
Skills
Essential
- Excellent communication skills (written and oral)
- Able to demonstrate a high standard of English grammar and comprehension
- Excellent attention to detail
- Strong administrative and organisational skills
- Competent in the use of Office and Outlook
- Ability to effectively manage diaries
- Have a well planned, organised and systematic approach to tasks
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to meet deadlines
- Ability to work as a team member and autonomously
- Strong interpersonal skills
Desirable
- Strong minute-taking skills
Other
Essential
- Disclosure Barring Service (DBS) check
- Able to travel independently to central Gloucester.
Experience
Desirable
- Experience of working in healthcare
- Experience of working as a PA/EA to a Director or equivalent senior manager
- Experience of taking minutes at formal committee and group meetings
- Experience of working in a highly confidential environment
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
- GCSE Maths Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
Desirable
- Undergraduate degree or equivalent
Personal Qualities
Essential
- 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
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Able to demonstrate a high standard of English grammar and comprehension
- Excellent attention to detail
- Strong administrative and organisational skills
- Competent in the use of Office and Outlook
- Ability to effectively manage diaries
- Have a well planned, organised and systematic approach to tasks
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to meet deadlines
- Ability to work as a team member and autonomously
- Strong interpersonal skills
Desirable
- Strong minute-taking skills
Other
Essential
- Disclosure Barring Service (DBS) check
- Able to travel independently to central Gloucester.
Experience
Desirable
- Experience of working in healthcare
- Experience of working as a PA/EA to a Director or equivalent senior manager
- Experience of taking minutes at formal committee and group meetings
- Experience of working in a highly confidential environment
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
- GCSE Maths Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
Desirable
- Undergraduate degree or equivalent
Personal Qualities
Essential
- 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 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.