Overview
Coltishall Medical Practice is a busy and friendly GP practice with 7 GPs, 1 ANP and a Practice Nurse team supported by an administrative team. Based on the Norfolk Broads with a large rural population, the practice aims to provide high-quality services to a patient list approaching 9,000. Interviews will be held on Friday 26 September 2025.
Position
Job title: Clinical Administrator
Hours: 23 hours per week (part-time); Monday to Friday between 8:30am – 6:30pm
Location: Coltishall Medical Practice, St Johns Close, Coltishall, Norwich, Norfolk, NR12 7HA. Additional site: Spixworth/NR10 3NS as applicable.
Responsibilities
The post holder will:
1. Compile a comprehensive and chronological medical summary from new patient records (electronic and paper), including de-duplication of paper records.
2. Identify and enter key clinical information into the Emis Web clinical system in accordance with the Practice note on summarising and clinical coding protocol.
3. Ensure incoming correspondence is coded appropriately and, where required, sent via the workflow system (DOCMAN) for clinicians to action.
4. Provide administrative support to the multi-disciplinary team as required, in line with practice needs.
5. Support colleagues with general administrative tasks and maintain a tidy, effective working environment.
Primary responsibilities (clinical coder focus):
1. Summarise new patient medical records and verify full records are received.
2. Record information from the New Patient Questionnaire; identify safeguarding information and advise the Safeguarding Lead as needed.
3. Identify missing information (e.g., childhood immunisations) and liaise with PCSE, Child Health or relevant NHS departments to complete records.
4. Review GP2GP records, enter missing data and update warnings; obtain summaries from previous practices as required.
5. Enter test results and consultation data, ensuring accuracy and compliance with the Practice coding policy.
6. Identify clinical information in patient correspondence, code appropriately, and forward to clinicians within appropriate timescales.
7. Raise concerns in a timely manner to the Line Manager or Practice Manager in their absence.
8. File, store, and maintain a clean working area; support clinical staff with administrative tasks as requested.
Secondary responsibilities may include updating the practice coding policy, participation in audits, and other duties commensurate with skills and responsibilities. The post may be amended to facilitate role and practice development.
Qualifications, Skills and Experience
Essential:
* Educated to GCSE level or equivalent
* Experience of administrative duties
* Excellent communication skills (written and oral) and strong IT skills
* Clear, polite telephone manner; competent in Office and Outlook
* Effective time management and ability to work as part of a team or autonomously
* Ability to follow policy and procedure; good interpersonal skills
* Flexibility to work outside core office hours
* Disclosure and Barring Service (DBS) check
Desirable:
* EMIS Web user skills
* Understanding of clinical coding and medical terminology
* GCSE Mathematics and English (grade C or above); NVQ Level 2 in Health and Social Care
* Experience in a health care or service environment
Note: The successful candidate will ideally have NHS experience and knowledge of medical terminology and clinical systems; full training will be provided.
About Us
Coltishall Medical Practice is supported by a dedicated administrative team and a clinical team of 7 GPs, 1 ANP and a Practice Nurse. The practice serves a largely rural population and is committed to high-quality care.
Details
Pay: £12.21 per hour (depending on experience).
Pay scheme: Other
Contract: Permanent
Location: St Johns Close, Coltishall, Norwich, Norfolk NR12 7HA
Job reference: A2254-24-0006
Interviews: Friday 26 September 2025
Legal and Confidentiality
This post is subject to the Rehabilitation of Offenders Act and will require a Disclosure to the DBS as appropriate to the role.
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