Job summary
We have an exciting opportunity for someone to join us as a Clinical Administrator, to be based at Holsworthy Medical Centre. You will be working as part of our Secretarial team providing support to the GPs and clinicians involving typing and audio typing, as well as the opportunity to liaise directly with patients regarding appointments and referrals.
You will have a willingness to attend training relevant to the role (training will be provided, including clinical coding).
£12.53 per hour
Full-time (37.5 hours): Monday to Friday
PLEASE NOTE: Interviews are to be held on 2nd April 2026. Due to the availability of the interview panel, we will contact candidates week commencing 30th March
Main duties of the job
- To
provide high quality administrative support in processing, coding, and the
management of clinical correspondence, ensuring that all incoming documents are
appropriately handled, triaged, annotated, or escalated.
- To
provide accurate and timely administrative support in handling patient clinical
records including summarising medical histories and supporting a safe
deductions process.
- This
role supports safe and effective clinical care and ensures that general
practice workflow and QOF compliance are maintained.
About us
We are a thriving and innovative Medical Group bringing
together Holsworthy and Hatherleigh Medical Centres. We see patients at both
sites and have a team that includes GPs, paramedics, nurse practitioners,
practice nurses, health care assistants and phlebotomists as well as our
practice management and administrative support teams. In addition, we also have
access to additional roles through the local Primary Care Network.
Our benefits include:
- 27 days annual leave plus bank holidays (pro rata), increasing at 5 and 10 years service
- Access to the NHS Pension Scheme
- Company sick pay from 6 months
Job description
Job responsibilities
Document
Management and Workflow
-
Review incoming documents via Anima (SystmOne)
-
File routine correspondence that requires no clinical
action (appointment confirmations, stable follow-up)
-
Forward documents that require clinical input or action
(new diagnoses, referrals, safeguarding concerns)
-
Annotate documents file without action with standard
phrases and relevant SNOMED codes
-
Follow procedures for triaging letters based on clinical
risk and significance
Notes
Summarising
-
Summarise new patient records within the first eight
weeks of registration
-
Extract and code relevant past medical history,
significant conditions, medications, allergies, family history, and
vaccinations
-
Ensure summary is clearly structured using practice
templates
-
Flag missing or clinically concerning information to the
GP or Patient Services team for follow-up
Clinical
Coding
-
Accurately code diagnoses, investigations, and outcomes
using SNOMED CT
-
Ensure QOF-related codes (cancer, depression, diabetes)
are entered as first ever or new event where appropriate
-
Maintain coding consistency and follow practice protocol
of structured entries
-
Identify uncoded clinical entries and ensure
retrospective coding is completed during summarising or filing
Patient
Deductions
-
Ensure the clinical system is accurately updated with
demographic and NHS spine-linked information
-
Process patient removals (deductions), ensuring clinical
notes are up to date and accurate prior to transfer
-
Ensure deceased and transferred outpatients are coded,
with reason for deduction clearly recorded
Communication
and Teamwork
-
Communicate with clinical and non-clinical colleagues to
clarify actions required on documents
-
Escalate any urgent or uncertain documents to the
Clinical PA team using Anima
-
Work closely with the Patient Services team to ensure
complete and accurate registration processes
-
Liaise with external bodies (e.g. PCSE) regarding Lloyd
George record movements and registration errors
-
Support quality improvement projects and participate in
regular team meetings and workflow reviews
-
Work closely with the Secretarial team, assisting with
2ww (2 week wait) and urgent referrals when necessary
IT
Systems and Digital Tools
-
Use Anima, SystmOne, NHS Spine, Docman, AccuRx, and HP
links system as part of the clinical workflow and document management
-
Use SystmOne for clinical records and coding
-
Maintain accurate records and follow the practices
standard coding and annotation practices
Job description
Job responsibilities
Document
Management and Workflow
-
Review incoming documents via Anima (SystmOne)
-
File routine correspondence that requires no clinical
action (appointment confirmations, stable follow-up)
-
Forward documents that require clinical input or action
(new diagnoses, referrals, safeguarding concerns)
-
Annotate documents file without action with standard
phrases and relevant SNOMED codes
-
Follow procedures for triaging letters based on clinical
risk and significance
Notes
Summarising
-
Summarise new patient records within the first eight
weeks of registration
-
Extract and code relevant past medical history,
significant conditions, medications, allergies, family history, and
vaccinations
-
Ensure summary is clearly structured using practice
templates
-
Flag missing or clinically concerning information to the
GP or Patient Services team for follow-up
Clinical
Coding
-
Accurately code diagnoses, investigations, and outcomes
using SNOMED CT
-
Ensure QOF-related codes (cancer, depression, diabetes)
are entered as first ever or new event where appropriate
-
Maintain coding consistency and follow practice protocol
of structured entries
-
Identify uncoded clinical entries and ensure
retrospective coding is completed during summarising or filing
Patient
Deductions
-
Ensure the clinical system is accurately updated with
demographic and NHS spine-linked information
-
Process patient removals (deductions), ensuring clinical
notes are up to date and accurate prior to transfer
-
Ensure deceased and transferred outpatients are coded,
with reason for deduction clearly recorded
Communication
and Teamwork
-
Communicate with clinical and non-clinical colleagues to
clarify actions required on documents
-
Escalate any urgent or uncertain documents to the
Clinical PA team using Anima
-
Work closely with the Patient Services team to ensure
complete and accurate registration processes
-
Liaise with external bodies (e.g. PCSE) regarding Lloyd
George record movements and registration errors
-
Support quality improvement projects and participate in
regular team meetings and workflow reviews
-
Work closely with the Secretarial team, assisting with
2ww (2 week wait) and urgent referrals when necessary
IT
Systems and Digital Tools
-
Use Anima, SystmOne, NHS Spine, Docman, AccuRx, and HP
links system as part of the clinical workflow and document management
-
Use SystmOne for clinical records and coding
-
Maintain accurate records and follow the practices
standard coding and annotation practices
Person Specification
Qualifications
Essential
- GCSE grade A to C or equivalent English & Maths
Desirable
- NVQ Level 2 or 3 in Business Administration or similar
- Trained in clinical coding i.e. SNOMED/QOF
Experience
Essential
- Working in an administrative role in healthcare
- Working in a team as a team member
- Accurate data entry and record keeping
Desirable
- Experience of working in primary care or GP practice
- Experience summarising notes
Skills and Knowledge
Essential
- Excellent interpersonal and communication skills
- Good IT skills including word, excel and email
- Good administration skills
- Understanding of patient confidentiality and data protection
- Ability to follow procedures
Desirable
- Knowledge of Anima and/or SystmOne
- Knowledge of medical terminology
Person Specification
Qualifications
Essential
- GCSE grade A to C or equivalent English & Maths
Desirable
- NVQ Level 2 or 3 in Business Administration or similar
- Trained in clinical coding i.e. SNOMED/QOF
Experience
Essential
- Working in an administrative role in healthcare
- Working in a team as a team member
- Accurate data entry and record keeping
Desirable
- Experience of working in primary care or GP practice
- Experience summarising notes
Skills and Knowledge
Essential
- Excellent interpersonal and communication skills
- Good IT skills including word, excel and email
- Good administration skills
- Understanding of patient confidentiality and data protection
- Ability to follow procedures
Desirable
- Knowledge of Anima and/or SystmOne
- Knowledge of medical terminology
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.
