Job summary
Clinical Documentation Administrator - Until 31 December 2025
Department: Patient Access
Band 3 £24,937 - £26,598 Per annum pro rata
Hours: 37.5 hours per week all MKUH roles will be considered for flexible working
Patient Access has an exciting opportunity for 1 x 37.5 hour Clinical Documentation Administrator to join the team on a Fixed Term Contract
The successful applicants 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 applicants must be able to demonstrate exceptional organisational skills. The role requires the ability to multitask with prioritisation of tasks. The role can be very busy with varying demands depending on the needs of the service.
The successful applicants must always therefore be able to work well under pressure remaining courteous and professional. The successful candidates must be flexible to the changing needs of the department and teams, as needed. They must enjoy working as part of a large team. 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.
Interview date w/c 27 October 2025
Main duties of the job
'We care We communicate We collaborate We contribute'
We are looking for someone who has the ability to adapt and work across all medical specialties as needed with excellent keyboard skills.
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
Milton Keynes University Hospital, in proud partnership with the University of Buckingham, is a University Teaching Hospital committed to advancing patient care through cutting-edge research and education. With a "Good" rating from the CQC and significant investment underway, this is an exciting time to join our team and grow your career.
As a medium sized general hospital, we provide a full range of general medical and surgical services, including a busy Emergency Department, Maternity, and Paediatrics. As the population of our city and surrounding areas continues to grow rapidly, we are expanding and enhancing our facilities to meet rising demand and improve access to care for all our communities.
We are also proud to offer a growing portfolio of specialist services. In January 2025 we opened our state-of-the-art Radiotherapy Centre, bringing advanced cancer treatment closer to home. Our services also include neonatology, specialist surgical care, and a wide range of diagnostics, supported by the new Community Diagnostic Centre at Whitehouse Health Centre.
Further investment is underway, including the construction of Oak Wards - a new ward block featuring two 24-bed wards - and the recently approved Women and Children's Centre, set to open by 2030.
Visit our website to explore the latest news and opportunities at MKUH - News - Milton Keynes University Hospital -
For further information about Milton Keynes please visit - Visit Milton Keynes
Job description
Job responsibilities
Main duties and 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.
Job description
Job responsibilities
Main duties and 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.
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.
