Job summary
To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
Duties include, but are not limited to, supporting the administration and receptionist teams with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.
To support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
Main duties of the job
The following are the
core responsibilities of the Administration Assistant. There may be, on
occasion, a requirement to carry out other tasks; this will be dependent upon
factors such as workload and staffing levels:
a. Process incoming and outgoing mail
b. File and store records as required
c. Photocopy documentation as required
d. Read, process and distribute incoming
emails to the appropriate person depending on content
e. Process changes to patient registration,
deduction of records and new patient registrations
f. Input data into the patients healthcare
records as necessary from incoming mail and electronic documents using
appropriate SNOMED coding procedures in conjunction with other clinical and
non-clinical team members
g.
Assist with the
maintenance of chronic disease registers for call and recall of patients
h. Answer incoming phone calls, transferring
calls or dealing with the callers requests appropriately
i. Welcome patients and visitors to the
organisation, directing requests appropriately or handling requests within the scope of your responsibilities
j. Maintain a clean, tidy, effective working
area at all times
k. Support all clinical staff with general
administrative tasks as requested
l. Assist with total triage administration
m. Undertake all appropriate mandatory training modules in a timely manner
n. Be aware of adult and children safeguarding legislation and adhere to policies and procedures
o. Ensuring new records have been accurately summarised
About us
We are a friendly GP Practice with around 6000 patients in the Clayton-le-Moors area. We have 3 GP partners, 3 Salaried GPs, 1 Advanced Nurse Practitioner, 2 Practice Nurse, 3 Health care Assistants, Senior Administrator, Reception Supervisor, 4 Care Navigators, 2 Administrators, 1 Prescription Administrator.
Our team is committed to providing high quality patient care and a positive working culture.
Our administrative team plays a key role in the smooth running of the practice and we are looking for someone who would like to build a long term career and relationship with our practice team.
Job description
Job responsibilities
The post-holder will play an integral role in supporting the smooth and efficient running of the practice, working collaboratively as part of the multidisciplinary team. They will undertake a wide range of administrative and summarising duties to ensure high-quality patient care and effective information management.
Key responsibilities include:
-
Undertake a broad range of administrative duties to support the clinical and administrative teams.
-
Process incoming and outgoing mail, and emails promptly and accurately.
-
Review, summarise and accurately record information from patient records into the clinical system using appropriate SNOMED CT coding, ensuring data quality and compliance with practice policies.
-
Review and action incoming clinical correspondence, hospital letters, and other documents in line with established protocols.
-
Maintain accurate and up-to-date patient healthcare records, ensuring all data is recorded in a timely, accurate and confidential manner.
-
Process changes to patient registration details, deductions and new patient registrations, in accordance with NHS guidelines.
-
Support the total triage process by managing incoming requests and directing them appropriately or managing them within the scope of your role.
-
Assist with the preparation and management of patient referrals, recall lists and chronic disease reviews as required.
-
Conduct system searches, audits and data validation exercises to support clinical targets and reporting requirements.
-
File, store and retrieve records as required, both electronically and in paper format, maintaining confidentiality and data security at all times.
-
Photocopy, scan and distribute documents as necessary, ensuring all information is handled appropriately.
-
Support the summarising and coding of medical records for new and existing patients to maintain a complete and accurate patient history.
-
Liaise effectively with external agencies including hospitals, community services, and other healthcare providers to support continuity of care.
-
Provide occasional cover for reception, greeting patients, handling telephone enquiries and signposting appropriately.
-
Use clinical and administrative IT systems (e.g. EMIS, SystmOne, Docman, Microsoft Office) proficiently to process, input and retrieve information.
-
Assist in maintaining practice templates, recall systems, and other administrative tools as directed by management.
-
Prioritise workload effectively, responding to changing demands while maintaining accuracy and efficiency.
-
Participate in quality improvement initiatives, data validation exercises, and other audit activities to enhance patient safety and service delivery.
-
Contribute to clinical governance processes, including significant event analysis and shared learning.
-
Maintain a clean, tidy and organised working environment, adhering to infection prevention and control measures.
-
Ensure all activities comply with the practices confidentiality, data protection, safeguarding and information governance policies.
-
Demonstrate excellent communication and teamwork, supporting colleagues and contributing to a positive working environment.
-
Undertake all mandatory training and complete annual appraisals, identifying and addressing personal development needs.
-
Support new staff through mentorship, sharing knowledge and good practice.
-
Be flexible and cooperative in providing cross-cover for colleagues during periods of absence or peak workload.
-
Participate in local and national initiatives designed to improve patient outcomes and service efficiency.
-
Attend team meetings and contribute to discussions on service improvement and patient care.
-
Carry out opening and closing procedures in accordance with the duty rota and practice protocols.
-
Uphold high standards of professional conduct, confidentiality, and integrity in all duties.
Job description
Job responsibilities
The post-holder will play an integral role in supporting the smooth and efficient running of the practice, working collaboratively as part of the multidisciplinary team. They will undertake a wide range of administrative and summarising duties to ensure high-quality patient care and effective information management.
Key responsibilities include:
-
Undertake a broad range of administrative duties to support the clinical and administrative teams.
-
Process incoming and outgoing mail, and emails promptly and accurately.
-
Review, summarise and accurately record information from patient records into the clinical system using appropriate SNOMED CT coding, ensuring data quality and compliance with practice policies.
-
Review and action incoming clinical correspondence, hospital letters, and other documents in line with established protocols.
-
Maintain accurate and up-to-date patient healthcare records, ensuring all data is recorded in a timely, accurate and confidential manner.
-
Process changes to patient registration details, deductions and new patient registrations, in accordance with NHS guidelines.
-
Support the total triage process by managing incoming requests and directing them appropriately or managing them within the scope of your role.
-
Assist with the preparation and management of patient referrals, recall lists and chronic disease reviews as required.
-
Conduct system searches, audits and data validation exercises to support clinical targets and reporting requirements.
-
File, store and retrieve records as required, both electronically and in paper format, maintaining confidentiality and data security at all times.
-
Photocopy, scan and distribute documents as necessary, ensuring all information is handled appropriately.
-
Support the summarising and coding of medical records for new and existing patients to maintain a complete and accurate patient history.
-
Liaise effectively with external agencies including hospitals, community services, and other healthcare providers to support continuity of care.
-
Provide occasional cover for reception, greeting patients, handling telephone enquiries and signposting appropriately.
-
Use clinical and administrative IT systems (e.g. EMIS, SystmOne, Docman, Microsoft Office) proficiently to process, input and retrieve information.
-
Assist in maintaining practice templates, recall systems, and other administrative tools as directed by management.
-
Prioritise workload effectively, responding to changing demands while maintaining accuracy and efficiency.
-
Participate in quality improvement initiatives, data validation exercises, and other audit activities to enhance patient safety and service delivery.
-
Contribute to clinical governance processes, including significant event analysis and shared learning.
-
Maintain a clean, tidy and organised working environment, adhering to infection prevention and control measures.
-
Ensure all activities comply with the practices confidentiality, data protection, safeguarding and information governance policies.
-
Demonstrate excellent communication and teamwork, supporting colleagues and contributing to a positive working environment.
-
Undertake all mandatory training and complete annual appraisals, identifying and addressing personal development needs.
-
Support new staff through mentorship, sharing knowledge and good practice.
-
Be flexible and cooperative in providing cross-cover for colleagues during periods of absence or peak workload.
-
Participate in local and national initiatives designed to improve patient outcomes and service efficiency.
-
Attend team meetings and contribute to discussions on service improvement and patient care.
-
Carry out opening and closing procedures in accordance with the duty rota and practice protocols.
-
Uphold high standards of professional conduct, confidentiality, and integrity in all duties.
Person Specification
Experience
Essential
- Working with the General Public in a customer facing role
- Experience in an administrative role
- Experience of work requiring accuracy and attention to detail
Desirable
- Experience within a health care or general practice environment
- Experience with patient data systems (EMIS Web)
- Experience summarising and coding medical records
Knowledge and Skills
Essential
- Excellent verbal and written communication skills
- Strong IT skills, including use of Microsoft Office (Word, Excel, Outlook)
- Ability to learn and use clinical software systems effectively
- Good organisational and time management skills with the ability to prioritise tasks
- High attention to detail and accuracy in data entry and record-keeping
- Understanding of confidentiality, GDPR, and information governance
- Ability to use discretion and sensitivity when dealing with patients and staff
- Team player with the ability to also work independently
- Flexible, cooperative, and adaptable to change
- Problem-solving skills and ability to work under pressure
Desirable
- Knowledge of SNOMED CT or Read coding systems
- Understanding of NHS administrative processes and referral pathways
- Awareness of safeguarding procedures for adults and children
Personal Qualities
Essential
- Friendly, professional, and patient-centred approach
- Reliable, punctual, and self-motivated
- High levels of integrity and loyalty
- Emotionally resilient and able to manage stress constructively
- Commitment to continuous improvement and personal development
- Willingness to provide cover and support colleagues when needed
Other requirements
Essential
- Satisfactory Disclosure and Barring Service (DBS) check
- Occupational Health clearance
- Eligibility to work in the UK
Qualifications
Essential
- Educated to GCSE level or equivalent (Grade C or Level 4 or above in Maths and English Language)
- Evidence of ongoing professional development relevant to the role
Desirable
- NVQ Level 2 in Health and Social Care Business Administration or equivalent experience
- Qualification or experience in medical record coding and or summarisation
Person Specification
Experience
Essential
- Working with the General Public in a customer facing role
- Experience in an administrative role
- Experience of work requiring accuracy and attention to detail
Desirable
- Experience within a health care or general practice environment
- Experience with patient data systems (EMIS Web)
- Experience summarising and coding medical records
Knowledge and Skills
Essential
- Excellent verbal and written communication skills
- Strong IT skills, including use of Microsoft Office (Word, Excel, Outlook)
- Ability to learn and use clinical software systems effectively
- Good organisational and time management skills with the ability to prioritise tasks
- High attention to detail and accuracy in data entry and record-keeping
- Understanding of confidentiality, GDPR, and information governance
- Ability to use discretion and sensitivity when dealing with patients and staff
- Team player with the ability to also work independently
- Flexible, cooperative, and adaptable to change
- Problem-solving skills and ability to work under pressure
Desirable
- Knowledge of SNOMED CT or Read coding systems
- Understanding of NHS administrative processes and referral pathways
- Awareness of safeguarding procedures for adults and children
Personal Qualities
Essential
- Friendly, professional, and patient-centred approach
- Reliable, punctual, and self-motivated
- High levels of integrity and loyalty
- Emotionally resilient and able to manage stress constructively
- Commitment to continuous improvement and personal development
- Willingness to provide cover and support colleagues when needed
Other requirements
Essential
- Satisfactory Disclosure and Barring Service (DBS) check
- Occupational Health clearance
- Eligibility to work in the UK
Qualifications
Essential
- Educated to GCSE level or equivalent (Grade C or Level 4 or above in Maths and English Language)
- Evidence of ongoing professional development relevant to the role
Desirable
- NVQ Level 2 in Health and Social Care Business Administration or equivalent experience
- Qualification or experience in medical record coding and or summarisation
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.