Job summary
Clinical Documentation Administrator
Department: Patient Access
Band 3 £24,625 - £25,674 Per annum pro rata
Hours: 16 hours per week all MKUH roles will be considered for flexible working
Patient Access has an exciting opportunity for 1 x 16 hour Clinical Documentation Administrator to join the team on a secondment/fixed term contract until 31st December 2025. The successful applicant will ideally have previously worked in a medical or healthcare setting with knowledge of medical terminology. Experience of using Microsoft packages is essential.
Training will be given on eCare and the patient administration systems used, if needed. Typing speed must be a minimum of 60 words per minute.The successful applicant must be able to demonstrate exceptional organisational skills.
The successful applicant must always therefore be able to work well under pressure remaining courteous and professional. The successful candidate must be flexible to the changing needs of the department and teams, as needed. They must enjoy working as part of a large team.
We are looking for someone who has the ability to adapt and work across all medical specialties as needed with excellent keyboard skills. You will be working within a large team and will need to deliver on performance targets. There is an opportunity to work from home and this will be discussed in more detail at interview.
Please note that we are not able to offer sponsorship for this role.
Interview w/c 14 July 2025
Main duties of the job
'We care We communicate We collaborate We contribute'
To build a comprehensive working knowledge of all specialties supported by the Clinical Documentation team to deliver an efficient multi-specialty clinical correspondence admin function, ensuring that the highest levels of data quality and accuracy are maintained.
Working in collaboration with Divisional administration teams, Consultants, and Transcription services, the post holder will be key to facilitating a smooth patient communications and pathways.
About us
'Administrative and Clerical staff feel supported with flexible working at MKUH, reporting 6.82 out of 10, and a 76% feel strongly about approaching their managers regarding flexible working.' (NHS Staff Survey 2024).
You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:
- Free on-site parking
- Free refreshments
- Great flexible workingopportunities
- Discounted gym membership
- Lease car scheme
- Generous annual leave and pension scheme
- On site nursery (chargeable)
- Extensive staff health and well-being programme
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.
Job description
Job responsibilities
Undertaking of administration of clinical correspondence inclusive of checking content for accuracy, applying the correct letter templates and ensuring that relevant associated information is included. Provision of typing for multi-disciplinary meetings, involving preparation of clinical letter templates and completion of live typing to ensure outcomes are communicated to the patient and GP Liaising with clinicians and other relevant staff to ensure relevant actions from clinical correspondence are undertaken (i.e., arrangement of diagnostic tests) Supporting clinicians and other staff with complex queries and issues in relation to the transcription and dictation processes. Ensuring patient letters are processed in a timely and efficient manner in accordance with locally agreed policies and standards. Responding to queries from patients, GPs, Clinicians, and other stakeholders which may contain complex and sensitive issues, ensuring that general data protection rules are adhered to, and excellent customer service provided. Supporting with the resolution of issues identified with transcriptions and escalating as required. Working independently to monitor and action worklists to ensure that all letters are reviewed and processed within agreed timescales. Assisting with the implementation of process changes and updates. Managing own workload and prioritising as necessary.
Please refer to the Job Description for further details
We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.
MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.
We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.
MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.
By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.
Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.
Job description
Job responsibilities
Undertaking of administration of clinical correspondence inclusive of checking content for accuracy, applying the correct letter templates and ensuring that relevant associated information is included. Provision of typing for multi-disciplinary meetings, involving preparation of clinical letter templates and completion of live typing to ensure outcomes are communicated to the patient and GP Liaising with clinicians and other relevant staff to ensure relevant actions from clinical correspondence are undertaken (i.e., arrangement of diagnostic tests) Supporting clinicians and other staff with complex queries and issues in relation to the transcription and dictation processes. Ensuring patient letters are processed in a timely and efficient manner in accordance with locally agreed policies and standards. Responding to queries from patients, GPs, Clinicians, and other stakeholders which may contain complex and sensitive issues, ensuring that general data protection rules are adhered to, and excellent customer service provided. Supporting with the resolution of issues identified with transcriptions and escalating as required. Working independently to monitor and action worklists to ensure that all letters are reviewed and processed within agreed timescales. Assisting with the implementation of process changes and updates. Managing own workload and prioritising as necessary.
Please refer to the Job Description for further details
We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.
MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.
We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.
MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.
By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.
Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.
Person Specification
Qualifications and knowledge
Essential
- Good general education including English at GCSE (Grade C (4) or above) or equivalent.
- Good standard of spoken English
- Strong IT Skills in relation to Microsoft packages including Word and Microsoft Teams.
- Understanding of confidentiality in the workplace.
- NVQ Level 3 or equivalent or equivalent experience.
Desirable
- Knowledge of Waiting List procedures.
- Knowledge of medical terminology.
- Knowledge of NHS Administration Systems and procedures acquired through experience or training to Vocational Level 3 or equivalent
Experience
Essential
- Working in a busy environment dealing with peaks of high workload and problem solving.
- Ability to accurately and efficiently input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines.
Desirable
- Experience of transcribing dictation or copy typing.
- Clerical experience in a healthcare environment.
Skills
Essential
- Excellent word processing skills / computer skills
- Evidence of working under pressure to tight deadlines and deal with difficult situations.
- Good administrative skills
- Strong organisational skills with ability to prioritise and manage own workloads.
- Good attention to detail
- Ability to make decisions using own initiative.
Personal and people development
Essential
- Willingness to attend training sessions to develop self and improve service provided to patients
Communication
Essential
- Effective verbal and written communication skills
- Good telephone manner
- Good customer service skills
Person Specification
Qualifications and knowledge
Essential
- Good general education including English at GCSE (Grade C (4) or above) or equivalent.
- Good standard of spoken English
- Strong IT Skills in relation to Microsoft packages including Word and Microsoft Teams.
- Understanding of confidentiality in the workplace.
- NVQ Level 3 or equivalent or equivalent experience.
Desirable
- Knowledge of Waiting List procedures.
- Knowledge of medical terminology.
- Knowledge of NHS Administration Systems and procedures acquired through experience or training to Vocational Level 3 or equivalent
Experience
Essential
- Working in a busy environment dealing with peaks of high workload and problem solving.
- Ability to accurately and efficiently input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines.
Desirable
- Experience of transcribing dictation or copy typing.
- Clerical experience in a healthcare environment.
Skills
Essential
- Excellent word processing skills / computer skills
- Evidence of working under pressure to tight deadlines and deal with difficult situations.
- Good administrative skills
- Strong organisational skills with ability to prioritise and manage own workloads.
- Good attention to detail
- Ability to make decisions using own initiative.
Personal and people development
Essential
- Willingness to attend training sessions to develop self and improve service provided to patients
Communication
Essential
- Effective verbal and written communication skills
- Good telephone manner
- Good customer service skills
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.
