Data and Recalls Team Leader

The Wyre Forest Health Partnership is looking for an organised Data and Recalls Team Leader to join our team at Bewdley Medical Centre. This is an opportunity for an experienced administrator to take on a hands-on supervisory role, helping to lead our Data and Recalls Team while continuing to carry out Data and Recalls work.

Working closely with the Deputy Business Services Manager, you will help ensure patients are contacted at the right time for reviews, monitoring and treatments, while supporting the team to deliver accurate and timely work across the Partnership.

Around 30% of the role will focus on leadership and supervision, with around 70% dedicated to Data and Recalls activity.

Please note, we are unable to offer Skilled Worker visa sponsorship for this role.

We value our team and invest in their well-being, professional growth, and job satisfaction. Our benefits package includes:

• Generous Annual Leave - 5 weeks plus bank holidays.
• NHS Pension Scheme - Access to the NHS defined benefit pension scheme.
• Performance-Related Pay & Bonuses - Recognising and rewarding hard work.
• Career Progression & Training - Paid sponsorships, apprenticeships and training in clinical and non-clinical fields.
• Cycle to Work Scheme - Tax-efficient bike scheme.
• Paid Maternity & Paternity Leave - Enhanced parental leave after 24 months' service.
• Team Events & Christmas Parties - Including a Christmas party every year.

Main duties of the job

• Supervise, support and organise the Data and Recalls Team, including allocating work and managing day-to-day workflow.
• Carry out hands-on Data and Recalls administration alongside your leadership and supervision responsibilities.
• Coordinate patient recalls for annual reviews, enhanced medication monitoring, NHS Health Checks, minor operations and other reviews as directed.
• Ensure patients are contacted in a timely way for reviews, monitoring and treatments that are due.
• File and action blood test results from annual reviews in line with WFHP protocols.
• Complete scheduling, rota and overtime booking, ensuring staffing is appropriately planned.
• Support direct reports with employee lifecycle activities, including holiday booking and planning and, where appropriate, appraisals or sickness absence meetings.
• Assist the Deputy Business Services Manager with workforce and financial objectives, including monitoring direct costs and understanding pay and staffing requirements.
• Complete required Data and Recalls reports accurately and within agreed timescales.
• Work collaboratively with colleagues across WFHP to provide a consistent and high-quality service to patients and clinical teams.

About us

Wyre Forest Health Partnership: One successful and ambitious health partnership working at scale together to provide high quality innovative patient care, delivered by a skilled, valued and respected team.

WFHP has been operating since December 2014 as a single Partnership, working across five surgeries. We operate at scale and are at the forefront of primary care delivery, with the management structure and scale to support a large primary care workforce and around 73,000 patients. We have a strong quality improvement ethic and are always looking to improve.

Our teams work collaboratively across our practices, with central services playing an increasingly important role in how we organise and deliver care. This role is therefore an opportunity to make a real difference to how our clinical services operate day to day, while helping to create the conditions for our employees to thrive and deliver their best work.

WFHP is working towards the NHS goals to reach net zero greenhouse gas emissions as soon as possible. We actively encourage new staff to take an interest in this and build sustainable practice into their roles.

Job responsibilities

• To administer and supervise the Data and Recalls Team, ensuring work is organised, prioritised and completed accurately and within agreed timescales.
• To undertake direct Data and Recalls work as part of the role, with an anticipated split of approximately 70% data processing duties and 30% leadership and supervision duties.
• To coordinate the patient recall process for annual reviews, enhanced medication monitoring, NHS Health Checks, minor operations and other clinical reviews as directed by the line manager.
• To ensure patients are called in a timely fashion for reviews, monitoring or treatments that are due, supporting QOF and enhanced services performance measures.
• To file and action blood test results from patients' annual reviews in accordance with WFHP protocols.
• To directly administer the workflow and organisation of the Data and Recalls Team, including day-to-day supervision, leadership, scheduling and overtime booking.
• Report to the Deputy Business Services Manager to deliver Data and Recalls services across the Partnership.
• To deliver day-to-day employee supervision and lifecycle activities for direct reports, including holiday booking and planning and, where appropriate, delegated appraisals or sickness absence meetings.
• To provide prepared documentation and information for employee matters requiring escalation.
• To assist with delivering financial objectives, monitoring direct costs and understanding pay and workforce requirements.
• To complete all reporting required as part of the Data and Recalls schedule of reports.
• To provide an outstanding patient experience and support equality, diversity and the rights of patients, carers and colleagues, ensuring privacy, dignity, needs and beliefs are respected at all times.
• To act in accordance with WFHP's purpose and principles of Care, Commitment, Integrity and Sustainability.
• To invest in personal and professional development to achieve potential by doing more, doing better or doing different.

Person Specification

Experience

• Experience of working in an administrative environment.
• Experience of supervising, leading or coordinating administrative staff.
• Experience of staff scheduling, administration and day-to-day employee supervision.
• Computer literate, with strong administrative and organisational skills.
• Ability to prioritise and manage workload effectively.
• Strong attention to detail and ability to work accurately to deadlines.
• Experience of using clinical or healthcare administrative systems.
• Working knowledge of Data and Recalls.
• Working knowledge of EMIS and DocMan.
• Primary Care experience.
• Experience of dealing with the public.
• Experience of working within a practice or health service setting.

Personal Attributes

• Commitment to providing a first‑class service to patients.
• Team player.
• Flexible and adaptable.
• Supportive and approachable leadership style.
• Ability to work independently and use initiative.
• Ability to recognise when issues require escalation.
• Ability to travel to other sites within WFHP.

Qualifications

• Educated to GCSE level (or equivalent), including Maths and English.
• Relevant administrative or healthcare qualification.
• Evidence of relevant professional or management development.

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.

Full-time,Part-time,Job share,Compressed hours

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