Job summary
We have a
fantastic opportunity for an enthusiastic, well organised and self-motivated
individual to join Cumbria Health, supporting our six Cumbria Health GP Practices.
We are looking for an experienced and adaptable administrator with strong secretarial and IT skills. You should have excellent attention to detail, work well in a team, and enjoy interacting with the public.
Strong communication skills and a commitment to ongoing development are essential. Coding experience is desirable, but training can be provided for the right candidate. If you can stay calm and efficient in a fast-paced, supportive environment, we'd love to hear from you.
Previous
experience of working in a GP Practice or in a similar role is preferred,
though not essential.
This role is 30 / 37.5 hours per week, with the option of either 4 or 5 days.
Based at our Cumbria Health headquarters in Carlisle.
Closing Date: 17 November 2025
Interview Date: TBC
WHEN APPLYING
FOR THIS ROLE, PLEASE INCLUDE YOUR MOBILE NUMBER ON YOUR APPLICATION SO WE CAN
CONTACT YOU IF NEEDED. PLEASE ALSO CHECK YOUR SPAM OR JUNK FOLDER REGULARLY AS
EMAILS FROM US MAY OCCASIONALLY BE FILTERED THERE.
We encourage
you to apply as early as possible as this job may close earlier than the
advertised closing date once enough applications have been received
Please note
that we are unable to offer an Employer Sponsored Visa for this role.
Main duties of the job
The post holder will be part of the Administration and Coding Team Hub supporting the Cumbria Health practices. The post holder will be responsible for a variety of administration duties including data input, recall, scanning/work flowing and coding of clinical correspondence. The post holder will scan and code all incoming discharge letters and any patient related incoming post into the patients medical record and workflow to the appropriate clinician.
The post holder will be based at Cumbria Health headquarters in Carlisle. There will be a requirement to travel between Cumbria Health Headquarters and the Cumbria Health practices to undertake some duties.
All staff are expected to work to Cumbria Healths Values:
- Clinically focused - Everything every one of us does is for the patient
- Responsive - We listen and we respond quickly in a patient focussed way
- One Team - We work together to provide a high quality service which is organised and consistent, and in partnership with both the local Acute and Community Trusts
- High Standards - We provide skilled professionals working to the highest standards who are passionate about improving patient care
- Communities Connecting and engaging to meet local needs
- Growth & Sustainability with our strong roots we will continue to thrive and grow
About us
Cumbria Health places the patient, their family and their community at the heart of everything we do. We are an award-winning organisation, the first out-of-hours organisation in the country to be rated as outstanding by the Care Quality Commission (CQC).
We provide primary health care services, both in and out of hours, across Cumbria. We are values-driven and place great emphasis on inclusivity and the wellbeing and development of our staff, while striving to provide a consistently high-quality service. Our service is designed to improve health and wellbeing.
Working for Cumbria Health can offer flexible opportunities in terms of location, hours and working patterns so you can enjoy a great work life balance. In order to provide the best patient care we understand the importance of ensuring staff satisfaction and are consistently trying to ensure we offer our staff a positive working environment whether that be though training or social events.
Listen to your heart. Have the work life balance you'd love.
Job description
Job responsibilities
This list of duties and responsibilities, which follows, represents the broad range of tasks which may be required to be undertaken either routinely or periodically. This list is not exhaustive, and the role may include additional duties which are not listed here.
- Culling and sorting patient records and letters in preparation for summarising.
- Reviewing medical records and producing an accurate summary of the patients medical history.
- Using SNOMED coding within EMIS to record the information from patient paper medical record, or via GP2GP, into the practice clinical system.
- Auditing data collection standards in the practice.
- File patient records and correspondence in patient medical records.
- Ensure correspondence, reports, results etc. are filed in correct records.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To retrieve medical records and assist the completion of medical/insurance records and invoicing accordingly.
- Dealing with online enquiries and CH out-of-hours reports to ensure they are directed to the appropriate department within the required timeframe.
- Coding incoming mail to ensure problems are coded properly and information is available to support continuity of care.
- Ensuring actions from incoming mail are identified and tasked to the relevant person in each practice.
- Picking up on items to be coded to secure any quality initiative payments for the practice.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Dealing with private work associated with firearms licences, medical letters, HGV licences etc.
- Facilitation of SAR processing.
- Assisting with medical records tasks sent by the wider practice team.
- Helping to process and direct online patient requests received via Digital assessment service (DAS).
- Answering patient queries received via the practice website submission form.
- To maintain the computer clinic system in an accurate and secure manner.
- To assist with the gathering of statistics and information when required.
- Providing support to the other members of the ACT Hub.
- Identifying where practices need their work prioritised.
- Advice and guidance processing and support
- Undertake any other additional duties appropriate to the post as required.
Job description
Job responsibilities
This list of duties and responsibilities, which follows, represents the broad range of tasks which may be required to be undertaken either routinely or periodically. This list is not exhaustive, and the role may include additional duties which are not listed here.
- Culling and sorting patient records and letters in preparation for summarising.
- Reviewing medical records and producing an accurate summary of the patients medical history.
- Using SNOMED coding within EMIS to record the information from patient paper medical record, or via GP2GP, into the practice clinical system.
- Auditing data collection standards in the practice.
- File patient records and correspondence in patient medical records.
- Ensure correspondence, reports, results etc. are filed in correct records.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To retrieve medical records and assist the completion of medical/insurance records and invoicing accordingly.
- Dealing with online enquiries and CH out-of-hours reports to ensure they are directed to the appropriate department within the required timeframe.
- Coding incoming mail to ensure problems are coded properly and information is available to support continuity of care.
- Ensuring actions from incoming mail are identified and tasked to the relevant person in each practice.
- Picking up on items to be coded to secure any quality initiative payments for the practice.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Dealing with private work associated with firearms licences, medical letters, HGV licences etc.
- Facilitation of SAR processing.
- Assisting with medical records tasks sent by the wider practice team.
- Helping to process and direct online patient requests received via Digital assessment service (DAS).
- Answering patient queries received via the practice website submission form.
- To maintain the computer clinic system in an accurate and secure manner.
- To assist with the gathering of statistics and information when required.
- Providing support to the other members of the ACT Hub.
- Identifying where practices need their work prioritised.
- Advice and guidance processing and support
- Undertake any other additional duties appropriate to the post as required.
Person Specification
Knowledge
Essential
- Excellent customer service skills
- Experience of dealing with the public
- Excellent administrative and
- organisational skills
Desirable
- GP practice experience
- Knowledge of medical terminology
- Experience of medical records coding
- Experience of using NHS computer systems
Skills and Aptitudes
Essential
- Computer literate with excellent
- keyboard skills
- Working knowledge of Microsoft office Applications
- Attention to accuracy and detail on a consistent basis
- Good communication skills, both
- written and verbal
- Communicating with a range of
- different people & colleagues in a
- courteous and professional manner
- Able to work well as part of a team
- Able to use and work on your own
- initiative
- Ability to work in a fast paced, ever changing environment
- Ability to prioritise workload
- Ability to work under pressure and at speed
- Enthusiastic & committed to personal development
Desirable
- Understanding of and
- commitment to health & safety in the workplace
- Knowledge of
- safeguarding procedures
- Knowledge of the
- healthcare sector
Personal Circumstances
Essential
- Ability to remain calm and courteous under pressure
- Self-motivated and capable of working unsupervised
- Keen to learn and develop new skills
- Caring, approachable and sociable
Other Requirements
Essential
- Clean driving licence and access to a vehicle.
Qualifications
Essential
- GCSE English Language and Mathematics (Grade C or above) or equivalent
Desirable
- RSA II or equivalent in typing or word processing
- Medical Terminology.
- Clinical Coding
- Qualification.
Person Specification
Knowledge
Essential
- Excellent customer service skills
- Experience of dealing with the public
- Excellent administrative and
- organisational skills
Desirable
- GP practice experience
- Knowledge of medical terminology
- Experience of medical records coding
- Experience of using NHS computer systems
Skills and Aptitudes
Essential
- Computer literate with excellent
- keyboard skills
- Working knowledge of Microsoft office Applications
- Attention to accuracy and detail on a consistent basis
- Good communication skills, both
- written and verbal
- Communicating with a range of
- different people & colleagues in a
- courteous and professional manner
- Able to work well as part of a team
- Able to use and work on your own
- initiative
- Ability to work in a fast paced, ever changing environment
- Ability to prioritise workload
- Ability to work under pressure and at speed
- Enthusiastic & committed to personal development
Desirable
- Understanding of and
- commitment to health & safety in the workplace
- Knowledge of
- safeguarding procedures
- Knowledge of the
- healthcare sector
Personal Circumstances
Essential
- Ability to remain calm and courteous under pressure
- Self-motivated and capable of working unsupervised
- Keen to learn and develop new skills
- Caring, approachable and sociable
Other Requirements
Essential
- Clean driving licence and access to a vehicle.
Qualifications
Essential
- GCSE English Language and Mathematics (Grade C or above) or equivalent
Desirable
- RSA II or equivalent in typing or word processing
- Medical Terminology.
- Clinical Coding
- Qualification.
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.
