Administration Assistant

• Work autonomously as a member of the Administration Team, providing effective administrative support to the Systems & Administration Manager, Partners and wider practice team.
• Manage and prioritise administrative workflows, ensuring tasks are completed accurately, efficiently and within agreed timescales.
• Process and extract relevant information from clinical correspondence, ensuring accurate entry into electronic patient records, including electronic document transfer (EDT).
• Oversee the sorting, coding, scanning and processing of incoming correspondence in line with practice protocols, policies and information governance requirements.
• Support the maintenance of accurate and up-to-date patient records through effective administration and data quality processes.
• Support the organisation and maintenance of archived patient records and administrative storage areas.
• Manage the practice generic email account, ensuring incoming correspondence is reviewed, actioned and appropriately allocated in a timely manner.
• Complete daily administrative processes including electronic links to pathology services, NHS 111 documentation and other clinical system workflows.
• Ensure confidentiality, data security and information governance standards are maintained at all times.
• Manage personal and team patient tasks effectively, ensuring workload is monitored and completed within required timescales.

• Review patient medical records, including correspondence, investigations, procedures and historical information, to create accurate and comprehensive summaries of patient medical histories.
• Apply knowledge of medical terminology, anatomy and clinical pathways to ensure records are accurately summarised.
• Use SNOMED CT coding alongside local coding guidance and practice protocols to ensure diagnoses, procedures and relevant clinical information are correctly coded.
• Apply professional judgement when interpreting complex medical information and seek advice from the Systems & Information Manager, Assistant Practice Manager or clinicians when required.
• Liaise with clinical and administrative colleagues to identify and resolve missing information and improve record completeness.
• Identify, report and correct coding or summarisation errors in line with practice procedures and the Medical Record Deletion Policy.
• Maintain accurate audit trails and ensure patient records provide a true and complete reflection of the patients medical history.
• Provide advice and support to colleagues regarding appropriate coding practices and escalate complex queries appropriately.

• The role is flexible and demanding and may be expanded with mutual agreement in accordance with practice and external requirements.
• Any other tasks allocated by managers.
• The postholder will provide cover to members of the administration team during periods of annual leave and sickness.

Essential

• Good general education, including GCSE - or equivalent - in English and Maths.
• Experience working in an administrative or customer-facing role.
• Excellent organisational skills, with the ability to prioritise and manage a varied workload.
• High level of accuracy and attention to detail.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office - Word, Excel, Outlook.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work well under pressure and use initiative.
• Flexible and reliable, with a professional manner.

Desirable

• NVQ/qualification in Business Administration or a related field. Previous experience in a GP practice or NHS healthcare setting. Willingness to undertake further training relevant to the role.
• Experience using clinical systems such as EMIS and Docman.
• Experience with data entry involving patient or client records.