Job summary
We are looking for a confident multi-skilled individual with excellent communication and I.T skills, who excels in a busy, demanding and varied
environment.
You will be joining our Administration Team wherewe
pride ourselves on putting patient care at the forefront of almost everything
we do.
If you are adaptable, self-motivated and keen to be part of a
diverse team we would love to hear from you.
Closing Date: 20th March 2026.
Interview Date: 2nd April 2026.
Main duties of the job
The Administration Team Member provides comprehensive administrative support within the practice, ensuring patient records and referrals are accurately processed, coded, summarised, and maintained. Key duties include opening and processing post, scanning and entering data into clinical systems, managing and updating patient records, audio typing and handling referrals, and liaising with internal staff and external healthcare providers.
The role requires strict adherence to confidentiality, data protection, health and safety, and infection control policies. The post holder also contributes to quality improvement, supports equality and diversity, participates in training and performance reviews, and helps the practice transition towards a paper-light working environment while maintaining accurate and up-to-date patient information.
About us
We are a large rural practice serving over 35,000 patients across the Holderness area. As a single-practice Primary Care Network, we are uniquely positioned to shape and transform the care we deliver to our local community.
We operate from seven sites across Holderness, and the successful candidate must be willing and able to travel between locations as required. Our experienced and dedicated team includes 23 GPs, a wide-ranging multidisciplinary team of healthcare professionals, and a highly valued patient services and administrative team who work collaboratively to deliver high-quality care.
We offer a supportive and welcoming working environment, 25 days annual leave (plus bank holidays), and access to the NHS Pension Scheme.
Job description
Job responsibilities
JOB TITLE: Administration Team Member
REPORTS TO: Patient Services Manager (Facilities and Estates)
Job summary:
The post holder will be a multi skilled administrator with the ability to support the admin team in coding documents, summarising records, managing the paper records and processing referrals they will work strictly in accordance with the administration protocols and will maintain confidentiality at all times.
Main duties/key tasks:
- Open hard copy post and process accordingly.
- Use scanners to enter data into the clinical system
- Code essential data from correspondence to update patient summaries
- Create and action tasks to ensure patient records are accurate and up to date
- Sorting patient records and letters in preparation for summarising
- Review newly received paper records and ensure there is an accurate summary of the patients medical history.
- Take part in monitoring progress of key activities against practice targets
- File incoming notes and retrieve notes for deductions from the patient register
- Audio typing of referrals and management of textual referrals
- Management of tasks in relation to referrals
- Ensure appropriate documentation is forwarded to patients when necessary
- Liaison with colleagues within the practice and externally in secondary care.
- Regular housekeeping within the computer platforms used during the course of work
- Other general administrative duties
- Take part in mandatory training and ensure always up to date.
- To work responsibly with an awareness of health and safety and infection prevention and confidentiality rules.
- To attend meetings and training sessions as required.
- Take part in annual review process
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards
- Actively reporting health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes 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
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder 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
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- 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 with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
- The practice is moving towards becoming a paper-light environment
Job description
Job responsibilities
JOB TITLE: Administration Team Member
REPORTS TO: Patient Services Manager (Facilities and Estates)
Job summary:
The post holder will be a multi skilled administrator with the ability to support the admin team in coding documents, summarising records, managing the paper records and processing referrals they will work strictly in accordance with the administration protocols and will maintain confidentiality at all times.
Main duties/key tasks:
- Open hard copy post and process accordingly.
- Use scanners to enter data into the clinical system
- Code essential data from correspondence to update patient summaries
- Create and action tasks to ensure patient records are accurate and up to date
- Sorting patient records and letters in preparation for summarising
- Review newly received paper records and ensure there is an accurate summary of the patients medical history.
- Take part in monitoring progress of key activities against practice targets
- File incoming notes and retrieve notes for deductions from the patient register
- Audio typing of referrals and management of textual referrals
- Management of tasks in relation to referrals
- Ensure appropriate documentation is forwarded to patients when necessary
- Liaison with colleagues within the practice and externally in secondary care.
- Regular housekeeping within the computer platforms used during the course of work
- Other general administrative duties
- Take part in mandatory training and ensure always up to date.
- To work responsibly with an awareness of health and safety and infection prevention and confidentiality rules.
- To attend meetings and training sessions as required.
- Take part in annual review process
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards
- Actively reporting health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes 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
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder 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
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- 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 with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
- The practice is moving towards becoming a paper-light environment
Person Specification
Attitude
Essential
- Self-motivated.
- Team player.
- Positive outlook
- Confident.
Qualifications
Essential
- English Language grade C or above.
- Maths grade C or above.
Desirable
- Medical terminology.
- Diploma in medical administration.
Personal Attributes
Essential
- Excellent communication skills both written and verbal.
- Ability to maintain high levels of concentration.
- Professionalism.
- Honest, reliable and trustworthy.
- Adaptable (happy to switch between duties at short notice).
Skills & Knowledge
Essential
- Administrative procedures.
- Highly organized with and ability to give attention to detail.
- Ability to type accurately.
- IT literate Microsoft office.
- Ability to multitask.
- Excellent telephone manner.
Desirable
- Understanding of significant event reporting.
- Understanding of policies.
- Understanding of confidentiality rules.
- Experience of audio typing.
- Knowledge of SNOMED CT (Systematized Nomenclature of Medicine - Clinical Terms).
Other
Essential
- Keen to learn and maintain an up-to-date personal training record.
- Ability to work flexible hours to provide cover for holidays etc.
- Own transport to enable work at any of our 7 sites.
Experience
Essential
- Experience of medical coding.
- Experience of Typing.
Desirable
- Experience of working in the health sector.
- Previous use of SystmOne or similar clinical software.
Person Specification
Attitude
Essential
- Self-motivated.
- Team player.
- Positive outlook
- Confident.
Qualifications
Essential
- English Language grade C or above.
- Maths grade C or above.
Desirable
- Medical terminology.
- Diploma in medical administration.
Personal Attributes
Essential
- Excellent communication skills both written and verbal.
- Ability to maintain high levels of concentration.
- Professionalism.
- Honest, reliable and trustworthy.
- Adaptable (happy to switch between duties at short notice).
Skills & Knowledge
Essential
- Administrative procedures.
- Highly organized with and ability to give attention to detail.
- Ability to type accurately.
- IT literate Microsoft office.
- Ability to multitask.
- Excellent telephone manner.
Desirable
- Understanding of significant event reporting.
- Understanding of policies.
- Understanding of confidentiality rules.
- Experience of audio typing.
- Knowledge of SNOMED CT (Systematized Nomenclature of Medicine - Clinical Terms).
Other
Essential
- Keen to learn and maintain an up-to-date personal training record.
- Ability to work flexible hours to provide cover for holidays etc.
- Own transport to enable work at any of our 7 sites.
Experience
Essential
- Experience of medical coding.
- Experience of Typing.
Desirable
- Experience of working in the health sector.
- Previous use of SystmOne or similar clinical software.
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.
