Job Description
Job responsibilities
Main Responsibilities
* Manage daytoday administrative operations to support the smooth running of the practice.
* Maintain accurate and uptodate patient records, ensuring all incoming clinical correspondence is processed, coded, and filed correctly within EMIS.
* Identify relevant clinical information within patient documents and apply appropriate Read/SNOMED coding.
* Action and allocate clinical tasks, ensuring timely escalation to GPs or the appropriate clinical team.
* Prepare, format, and distribute practice documentation, letters, and internal communications.
* Organise, summarise, and update patient records in line with practice protocols.
* Scan, index, and attach patientrelated documentation to electronic health records.
* Manage and process ereferrals, ensuring accuracy, completeness, and adherence to referral pathways.
* Support the completion and coordination of Subject Access Requests (SARs), insurance reports, and other medicolegal documentation.
* Provide accurate administrative support for clinical workflows, including dictation typing and document preparation.
Document Management & Clinical Correspondence
* Process all incoming clinical correspondence, including hospital letters, discharge summaries, pathology results, and thirdparty reports.
* Ensure all documents are reviewed, coded, and assigned to the correct clinician or workflow.
* Maintain high standards of document organisation, version control, and audit readiness.
* Track outstanding actions and ensure followup tasks are completed within required timeframes.
Compliance, Reporting & Quality Assurance
* Support the practice in meeting contractual, regulatory, and audit requirements.
* Ensure adherence to policies including safeguarding, information governance, confidentiality, and health & safety.
* Extract, input, and analyse data to support practice reporting, QOF, IIF, and other performance frameworks.
* Identify highrisk information within correspondence and elevate appropriately, including safeguarding concerns.
Team Support & Practice Development
* Provide comprehensive administrative support to GPs, nurses, and the wider multidisciplinary team.
* Assist with the development and refinement of administrative systems, templates, and workflows.
* Contribute to continuous improvement initiatives to enhance efficiency and data quality.
Systems & IT Management
* Use EMIS and associated clinical systems to manage patient information and administrative tasks.
* Maintain digital templates, referral forms, and practice documentation.
* Troubleshoot basic IT issues and liaise with external IT support when required.
* Support the implementation of new digital tools, processes, and system updates.
CONFIDENTIALITY
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information. All such information from any source is to be regarded as strictly confidential.
Information relating to colleagues, other workers or the business of member practices may only be divulged to authorised persons in accordance with STHCs policies and procedures, and the protection of personal and sensitive data.
HEALTH AND SAFETY
The Post-holder Will Assist In Promoting And Maintaining Their Own And Others Health, Safety And Security As Defined In STHCs Health & Safety Policy To Include
* Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks.
* Maintaining work areas in a tidy and safe way and free from hazards.
* Ensuring that all accidents are reported and investigated and follow up action taken where necessary.
* Maintain mandatory staff training, as required by the postholder role.
EQUALITY, DIVERSITY AND INCLUSION
* The post-holder will support the equality, diversity, inclusion and rights of colleagues to include:
* Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with current legislation.
* Respecting the privacy, dignity, needs and beliefs of colleagues.
* Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities, and rights.
QUALITY
* Alert other team members to issues of quality and risk.
* Assess own performance and take accountability for own actions, either directly or under supervision.
* Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
* Work effectively with individuals in other agencies to meet patients needs.
* Effectively manage own time, workload and resources.
COMMUNICATION
* Communicate effectively with other team members.
* Communicate effectively with patients and carers.
* Recognise peoples needs for alternative methods of communication and respond accordingly.
Working Across Both Sites Will Be Required.
Person Specification
Qualifications
Essential
* Educated to GCSE level or equivalent in Mathematics and English.
* Experience of working in a GP practice.
* Understanding of clinical coding in EMIS.
* Experience of working with the public.
* Strong IT skills.
* Ability to work as a team member and autonomously.
* Effective time management.
* Competent in the use of MS Office and Outlook.
* Polite and confident
* Flexible to the needs of the organisation
* Cooperative, motivated, forward thinker
* High levels of integrity and loyalty
* Actively promotes an inclusive, welcoming environment where people of all backgrounds feel valued, supported, and able to access high quality care.
* Customer service experience
* Disclosure Barring Service (DBS) check
* Occupational Health clearance
* Flexibility to work outside core office hours
* Full UK driving licence
Desirable
* AMSPAR Level 3 diploma in medical administration
* Knowledge of how GP practices operate, including appointment systems, patient pathways, and clinical workflows
* Knowledge of medical terminology
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.
Benefits
Salary: £24,450 a year STHC payscale Grade B
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: B0170-26-0015
Job locations: Albert Road Surgery, 118 Albert Road, Jarrow, Tyne And Wear, NE32 5AG; Whitburn Surgery, 3 Bryers Street, Whitburn, Sunderland, SR6 7EE
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