Secretarial and Admin

**Job Overview**

**Duties**
- To ensure that all incoming patient correspondence is filed to the patients’ medical record, identify relevant clinical information and ensure it is coded using correct medical terminology and SNOMED codes.
- To accurately record diagnoses, procedures, test results and other clinical information from patient correspondence and new patient records, onto the practice clinical system
- Deal with queries relating to coding
- To be able to locate documents and medical information as needed by the clinical and non-clinical staff.
- To carry out administrative related tasks as delegated by the doctors and and other members of the primary care healthcare team, in an accurate and timely manner.
- Follow practice protocols to ensure consistent and high-quality care is provided to our patients
- Identify the complex or higher risk areas that require input or knowledge from the clinical team, including Safeguarding issues, working to the agreed Practice protocols, Organising childhood Immunisation clinics with the Practice Nursing Team
- Organise referrals and Advice and Guidance requests for the clinical team, liaising with secondary care and other organisations, update clinicians who initiated these with progress and responses.
- To process letters, private work, shared care agreements, records requests, SARs, redactions and medical reports efficiently, timely and accurately
- To record both NHS and Private hospital referrals on the clinical system
- To process and action the ERS triage list for rejected referrals and responses from secondary care
- To prepare and produce document templates, ie Hospital referral letters, call and recall letters etc
- To effectively liaise with Healthcare Professionals, Primary Care Organisations, Patients, Solicitors and other external organisations to assist promptly with the resolution and administration of queries
- To post outgoing correspondence on a daily basis
- To perform audits and searches as required including fortnightly 2WW safety net search
- To organise and send out appointments for clinics as may be required
- To work safely at all times in accordance with legislative requirements and Practice Policy and Procedures
- To maintain and review the DNACPR Folder
- Organising 6 week checks and post-natal checks with GP Team
- To be responsible for all aspects of GP2GP electronic transfer of patient medical records
- To deal with registration and laboratory links, dealing with mismatches and queries
- Processing patient online access and proxy access requests
- To provide reception duties when required and assist in general office and reception work, particularly at 8.00am, over the lunch time period and during absence or annual leave
- Show respect and courtesy to patients and colleagues, and maintain confidentiality of patient and other practice information at all times.

**Skills**
- Proven office experience with a strong understanding of administrative procedures
- Proficiency in computer skills including Microsoft Office (Word, Excel, Outlook) and iGPR
- Excellent organisational skills with the ability to prioritise tasks effectively
- Strong typing skills for efficient data entry and document preparation
- Demonstrated attention to detail in all aspects of work
- Good organisational skills with the ability to manage multiple tasks simultaneously
- Excellent communication skills, both written and verbal, with a professional phone manner and ability to develop and maintain effective working relationships and to exchange information with patients and staff
- Ability to handle queries efficiently with diplomacy and tact
- Previous EMIS web and GP practice experience is preferred but not essential; a proactive attitude is essential for success in this role
- Knowledge of Information governance and Caldicott principles
- Previous training in or knowledge of safeguarding children and adults.
- Ability to work under pressure in a very busy environment
- Ability to work on own initiative, and as part of a team
- Treat others with dignity, respect and compassion
- Professional attitude and smart appearance

This position is ideal for individuals seeking to utilise their administrative expertise in a supportive GP practice environment.

**Job Types**: Part-time

Pay: £12.75 per hour

Expected hours: 18 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Thursday and Friday

Work Location: In person

Application deadline: 26.11.2025

**Job Type**: Part-time

Pay: £12.75 per hour

Expected hours: 18 per week

Work Location: In person