Job Summary
This is an exciting role for someone working/looking to work in primary care wishing to progress their career. The post holder will be working in a busy and demanding environment and therefore need to be highly organised and be able to work flexibly within the team. The ideal candidate will have excellent organisational skills and strong interpersonal skills with exceptional attention to detail.
You will be a part of a team dedicated to providing services to GPs and other clinicians by reducing the amount of time spent managing incoming correspondence and referrals. As part of your duties, you will scan, read code and workflow all relevant information from patient’s clinical records, hospital sources, correspondence, and other sources into the surgery computer system.
The team members will determine which correspondence needs to be managed within their own competence and which needs to be work flowed to a GP or other clinician.
Please note — whilst this job is being offered as a full‑time role (37.5 hours), we may offer two positions at 0.5 FTE to those looking for part‑time work.
Main Duties of the Job
* Scanning letters and relevant correspondence into patient notes
* Reading and coding the information into the surgery clinical system
* Transferring relevant data from clinical correspondence and inputting it into electronic patient records
* Workflow all correspondence according to surgery protocol using workflow software and taking appropriate action
* Filing and retrieving paperwork
* File copies of discharge summaries electronically
* Managing telephone queries and redirecting as appropriate
* Ensuring secure handling and reviewing referrals lists to support the clinical team
* Ensuring referrals are actioned in a timely and appropriate manner
* Providing general administration as required within the referral team
* Demonstrating decision‑making skills by assessing each referral and feeding back concerns to the relevant clinical member of staff
* Producing typewritten patient referral information for other clinical correspondence as required by the surgery
* Functioning as a point of contact for referral queries within the surgery
* Understanding the importance of confidentiality and reporting any incidents that might compromise health and safety for self, other staff, or patients
* Dealing with patient enquiries efficiently and courteously
* Performing any other administration duties required by the business
About Us
You will join a young, friendly, and dynamic team that works closely and effectively together across the various disciplines. The Abingdon Surgery, based in Oxfordshire, is looking for an administrator to join our high‑performing team. Abingdon‑on‑Thames is a historic market town with excellent schools, transport links, and good local amenities. As one of the highest‑rated surgeries in South Oxfordshire, our surgery strives to provide a high‑quality service to patients and staff. The role will involve joining a team passionate about innovation, equality, and workload sharing. We offer patient‑centred care while fostering a collaborative and supportive environment for all our clinical and non‑clinical staff.
Experience
Essential
* Good interpersonal skills
* Strong organisational skills, planning, and prioritisation
* Ability to work well in a team
* High ethical integrity and understanding of confidentiality
* Respect for diversity and the life choices of others
* Personalised approach to the needs of individuals
* Attention to detail
* Understanding the importance of compliance with best practice care pathways
* Recognising limits of competence and seeking advice when needed
* Working well under pressure while maintaining effectiveness and self‑control
* Commitment to working with people disadvantaged by adverse circumstances
* Strong interest in safeguarding
* Meeting DBS reference standards and criminal record checks
* Appropriate emotional resilience given the nature of the role
* Ability to use a keyboard and VDU for sustained periods
* Creating reports using Microsoft Word
Desirable
* Experience working in the health or care sector
* Experience of direct contact with patients, service users, and their carers or families
* Experience working within a multi‑professional team
* Experience using electronic health or care records
* Experience working in Primary Care
* Experience of clinical terminology and coding
* Experience reviewing patient referrals
* Experience with EMIS and Docman
* Experience of safeguarding in any capacity (work or voluntary)
* Displaying numerical or graphical information using Microsoft Excel
* Creating a chronology of events from a health or care record based on a protocol
* Identifying risk factors from a clinical or care record based on a protocol
* Familiarisation with hospital, out‑of‑hours and other communications, and key information to be extracted
Qualifications
* GCSE grade A to C (9–4) in English and Maths
Additional Details
Pay scheme: £12 to £14 an hour, depending on experience (DOE)
Contract: Fixed term, 12 months
Working pattern: Flexible working
Job location: 65 Stert Street, Abingdon, Oxfordshire, OX14 3LB
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A submission for Disclosure will be made to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.
Employer
The Abingdon Surgery
65 Stert Street
Abingdon
Oxfordshire
OX14 3LB
Website: www.abingdonsurgery.com
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