1. Role Summary
The Clinical Administrator / Document Workflow Specialist plays a vital role in ensuring the smooth management of patient correspondence and clinical data within Willington Surgery.
This role focuses on the accurate processing of clinical documents and the maintenance of high-quality patient records in line with clinical governance and data protection standards.
You will work closely with clinicians, administrative colleagues, and the wider multidisciplinary team to ensure that incoming correspondence — including emails, post, and electronic data — is efficiently reviewed, coded, and actioned within the practice systems.
You will contribute to the continuous improvement of data accuracy, administrative efficiency, and patient care quality.
2. Key Responsibilities
Clinical Administration & Data Management
* Process all incoming clinical correspondence (emails, letters, results, and other documents) in line with workflow protocols.
* Accurately file documents into patient records using the SystmOne clinical system.
* Apply appropriate clinical codes for diagnoses, procedures, and investigations.
* Initiate and assign relevant actions or tasks to clinicians where required.
* Maintain high standards of data quality and completeness within the clinical system.
* Participate in regular data audits with the Workflow GP Lead to ensure accuracy and compliance.
Workflow & Systems
* Navigate the SystmOne clinical system effectively and support colleagues in its use.
* Understand and apply clinical coding conventions and medical terminology.
* Contribute to improving practice processes through feedback and collaboration with the management team.
* Support implementation of new systems, digital tools, or protocols as directed.
Teamwork & Support
* Work collaboratively with GPs, nurses, administrative staff, and the wider Primary Care Network (PCN).
* Provide cover for team members during absences to maintain continuity of service.
* Share specialist terminology knowledge or coding insights with colleagues to support team learning.
Continuous Improvement
* Identify and suggest improvements to workflows, data processes, and documentation standards.
* Participate in audits, data quality initiatives, and practice development projects.
3. Relationships and Communication
Internal Contacts
* GP Partners
* Practice Management Team
* Practice Nurses and Healthcare Assistants
* Administrative and Reception Staff
* PCN, CP, and ARRS colleagues
* Patients, carers, and visitors
External Contacts
* Community nursing and specialist teams
* Pharmacists and medication suppliers
* Local hospitals and pathology services
* Local authority and social services
* ICB personnel and other healthcare professionals
Strong, professional communication is essential to ensure accurate information flow and a high standard of patient care.
4. Practice Context
* Patient List Size: ~10,600
* Clinical Team: 5 Partners, 1 Salaried GP
* Support Staff: 22 (nursing, administrative, secretarial)
You will primarily work at Willington Surgery, Kingfisher Lane, Willington, DE65 6QT.
5. Confidentiality
You will handle sensitive patient and practice information in line with NHS confidentiality and data protection policies. All information must be treated as strictly confidential and shared only with authorised personnel.
6. Health, Safety & Security
You are responsible for promoting and maintaining your own and others' safety by:
* Following practice health & safety policies and infection control procedures.
* Identifying and mitigating risks in daily work.
* Using personal security systems and maintaining a tidy, hazard-free work environment.
* Reporting risks, incidents, or near-misses promptly.
7. Equality, Diversity & Inclusion
Willington Surgery is committed to providing an inclusive environment for patients and staff. You will:
* Treat all individuals with dignity, respect, and sensitivity.
* Act in accordance with equality and diversity policies and current legislation.
* Promote a welcoming, non-judgmental environment for everyone accessing our services.
8. Personal & Professional Development
* Complete all required online training and workflow modules.
* Participate in annual appraisals and take ownership of personal learning and development.
* Demonstrate a willingness to develop new skills and share knowledge with colleagues.
* Support others in developing similar skills and competencies.
9. Service Improvement Contribution
You are expected to contribute to the ongoing enhancement of practice operations by:
* Following and upholding practice policies, standards, and protocols.
* Identifying opportunities for efficiency or quality improvements.
* Supporting the implementation of service changes or innovations led by the management or GP team.
10. Agreement
This job description outlines the key responsibilities of the role but is not exhaustive. Duties may change in line with the evolving needs of the practice. By applying for this role, you acknowledge and agree to the responsibilities outlined above.
Job Type: Part-time
Pay: £12.21 per hour
Expected hours: 15 – 20 per week
Benefits:
* Company pension
* Free flu jabs
* On-site parking
Experience:
* systmone : 1 year (preferred)
Work Location: In person