NHS
Clinical Administrator Secretary / Coder
This job is now closed
Job Description
- Req#: A0356-25-0005?language=en&page=292&sort=publicationDateDesc
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To type and send referral and other clinical letters/forms within the designated timeframe, ensuring referrals have been sent accurately and in a timely manner.
- Organising 2WW referrals through the e-Referral system and checking they have been attended, reporting any DNAs to the referring GP or their deputy.
- Monitor hospital referral letters via the e-Referral system.
- Resolve referral queries by liaising with RSS (Referral Support Service) and clinical providers.
- To undertake secretarial tasks.
- Process and distribute incoming (and outgoing) mail
- To code patient medical records and enter data onto the practice computer system in accordance with practice procedures, recognising any chronic illness or diseases and bringing to the attention of our clinic staff any patients with any such illness/disease.
- Clinical coding and filing of hospital/clinic letters into our clinical system, taking actions where necessary.
- To provide cover for members of the admin team during periods of sickness and annual leave.
- Any other duties to facilitate the smooth running of the department.
- Attend and participate in practice meetings as required.
- Demonstrable experience of working in a public facing environment
- Demonstrable experience of working with an integrated multi-skilled team
- Demonstrable experience of working as part of a team
- Experience of working in a GP surgery or in healthcare
- Experience of EMIS Web
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to work without direct supervision and determine own workload priorities and those of others in the team
- Ability to use own judgement, resourcefulness and common sense
- Pleasant and articulate
- Able to remain calm and professional under pressure
- Ability to multi-task especially under pressure
- Able to work in a changing environment
- Able to work with changing and conflicting priorities
- Educated to GSCE grade C and above in Maths and English or equivalent, (or substantial experience in similar role will be considered)
- Demonstrable commitment to professional development
- Excellent communication skills at all levels
- Excellent interpersonal skills
- Good organisational skills
- Good keyboard and computer skills
- Ability to use MS Word and Excel
- Able to work on own initiative and as part of a team
- Thoroughness and accuracy
- Ability to support members of the admin team when required
- Ability to learn new software
- Demonstrable experience of working in a public facing environment
- Demonstrable experience of working with an integrated multi-skilled team
- Demonstrable experience of working as part of a team
- Experience of working in a GP surgery or in healthcare
- Experience of EMIS Web
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to work without direct supervision and determine own workload priorities and those of others in the team
- Ability to use own judgement, resourcefulness and common sense
- Pleasant and articulate
- Able to remain calm and professional under pressure
- Ability to multi-task especially under pressure
- Able to work in a changing environment
- Able to work with changing and conflicting priorities
- Educated to GSCE grade C and above in Maths and English or equivalent, (or substantial experience in similar role will be considered)
- Demonstrable commitment to professional development
- Excellent communication skills at all levels
- Excellent interpersonal skills
- Good organisational skills
- Good keyboard and computer skills
- Ability to use MS Word and Excel
- Able to work on own initiative and as part of a team
- Thoroughness and accuracy
- Ability to support members of the admin team when required
- Ability to learn new software
Job summary
Would you like the opportunity to join our wonderful team who were rated as the 4th best performing practice within BNSSG, according to the 2023 NHS patient survey?
If so, we are looking for a full time clinical administrator who has a key focus on completing referrals and coding medical records. The days and times of work for this post are negotiable.
This is a varied and interesting role and you'll be joining a friendly, supportive and hardworking team who prides themselves on providing an excellent customer service to our patients. You will engage with patients, doctors, nurses and other allied health professionals.
We would love to find someone who is great with people, has excellent communication skills, a cheerful disposition, and a friendly, caring personality. Good IT skills are a must.
Previous secretarial experience would be an advantage, though not essential as full training will be provided.
Main duties of the job
About us
We are a 5 Partner high achieving PMS Practice situated in Portishead, a beautiful coastal town in North Somerset overlooking the Severn Estuary, just five miles from the city of Bristol.
We were rated the 4th best performing practice within BNSSG from the 2023 NHS patient survey: https://www.bristolpost.co.uk/news/bristols-best-worst-performing-gp-8630058
We are a forward thinking practice with a strong emphasis on teamwork and patient centred care. We work from a new purpose-built health centre with bright, modern facilities that enable us to offer high quality clinical services to our local population of 11,500 patients. We are also a training practice.
We have had consistently high QoF results and were delighted that we were assessed as Good in our latest CQC inspection. We are also 4.4 star rated on Google Reviews.
Date posted
16 April 2025
Pay scheme
Other
Salary
£13 an hour
Contract
Permanent
Working pattern
Part-time
Reference number
A0356-25-0005
Job locations
2 Haven View
Portishead
Bristol
BS20 7QA
The Harbourside Family Practice
2 Haven View
Portishead
Bristol
BS20 7QA
Job descriptionJob description
Job responsibilities
Job title: Practice Secretary
Accountable to: Rota Coordinator
Key Relationships: Administration Team
Reception Team
Practice Manager
Deputy Practice Manager
Operations Manager
Reception Manager
Doctors and Nurses
Partners
Job Purpose: To be responsible for processing all secretarial work
Duties and Responsibilities:
Secretarial:
- To provide an efficient document production service for GPs and other health professionals as required. This includes the typing of letters, reports, patient referrals, minutes etc in an accurate manner.
- To undertake all secretarial tasks.
- To type and send referral and other clinical letters/forms within the designated timeframe, ensuring referrals have been sent accurately and in a timely manner.
- Organising 2WW referrals through the e-Referral system.
- Check that 2WW referrals have been attended and report any DNAs to the referring GP or their deputy.
- Monitor hospital referral letters via the e-Referral system.
- Resolving referral queries by liaising with RSS (Referral Support Service) and clinical providers.
- Process and distribute incoming (and outgoing) mail
- To code patient medical records and enter data onto the practice computer system in accordance with practice procedures, recognising any chronic illness or diseases and bringing to the attention of our clinic staff any patients with any such illness/disease.
- Clinical coding and filing of hospital/clinic letters into our clinical system, taking actions where necessary.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Resolving patient queries by phone and/or email.
- Liaising with the GPs and other secretarial staff to ensure good communication for the welfare of our patients.
- Keep GPs updated with regards to electronic booking requirements, technical or other problems, etc.
- To maintain the computer clinic system in an accurate and secure manner.
- To provide cover for members of the admin team during periods of sickness and annual leave.
- Any other duties to facilitate the smooth running of the department.
- Attend and participate in practice meetings as required.
Job responsibilities
Job title: Practice Secretary
Accountable to: Rota Coordinator
Key Relationships: Administration Team
Reception Team
Practice Manager
Deputy Practice Manager
Operations Manager
Reception Manager
Doctors and Nurses
Partners
Job Purpose: To be responsible for processing all secretarial work
Duties and Responsibilities:
Secretarial:
- To provide an efficient document production service for GPs and other health professionals as required. This includes the typing of letters, reports, patient referrals, minutes etc in an accurate manner.
- To undertake all secretarial tasks.
- To type and send referral and other clinical letters/forms within the designated timeframe, ensuring referrals have been sent accurately and in a timely manner.
- Organising 2WW referrals through the e-Referral system.
- Check that 2WW referrals have been attended and report any DNAs to the referring GP or their deputy.
- Monitor hospital referral letters via the e-Referral system.
- Resolving referral queries by liaising with RSS (Referral Support Service) and clinical providers.
- Process and distribute incoming (and outgoing) mail
- To code patient medical records and enter data onto the practice computer system in accordance with practice procedures, recognising any chronic illness or diseases and bringing to the attention of our clinic staff any patients with any such illness/disease.
- Clinical coding and filing of hospital/clinic letters into our clinical system, taking actions where necessary.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Resolving patient queries by phone and/or email.
- Liaising with the GPs and other secretarial staff to ensure good communication for the welfare of our patients.
- Keep GPs updated with regards to electronic booking requirements, technical or other problems, etc.
- To maintain the computer clinic system in an accurate and secure manner.
- To provide cover for members of the admin team during periods of sickness and annual leave.
- Any other duties to facilitate the smooth running of the department.
- Attend and participate in practice meetings as required.
Person SpecificationPerson Specification
Experience
Essential
Desirable
Personal Qualities and Attributes
Essential
Qualifications
Essential
Skills and Abilities
Essential
Desirable
Experience
Essential
Desirable
Personal Qualities and Attributes
Essential
Qualifications
Essential
Skills and Abilities
Essential
Desirable
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.
Employer details
Employer name
Harbourside Family Practice
Address
2 Haven View
Portishead
Bristol
BS20 7QA
Employer's website
https://www.harboursidefmp.nhs.uk/ (Opens in a new tab)
Employer details
Employer name
Harbourside Family Practice
Address
2 Haven View
Portishead
Bristol
BS20 7QA
Employer's website
https://www.harboursidefmp.nhs.uk/ (Opens in a new tab)
About the company
National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.