Job Description

The post-holder will play an integral role in supporting the smooth and efficient running of the practice, working collaboratively as part of the multidisciplinary team. They will undertake a wide range of administrative and summarising duties to ensure high-quality patient care and effective information management. Key responsibilities include: Undertake a broad range of administrative duties to support the clinical and administrative teams. Process incoming and outgoing mail, and emails promptly and accurately.



Review, summarise and accurately record information from patient records into the clinical system using appropriate SNOMED CT coding, ensuring data quality and compliance with practice policies. Review and action incoming clinical correspondence, hospital letters, and other documents in line with established protocols. Maintain accurate and up-to-date patient healthcare records, ensuring all data is recorded in a timely, accurate and confidential manner. Process changes to patient registration details, deductions and new patient registrations, in accordance with NHS guidelines.



Support the total triage process by managing incoming requests and directing them appropriately or managing them within the scope of your role. Assist with the preparation and management of patient referrals, recall lists and chronic disease reviews as required. Conduct system searches, audits and data validation exercises to support clinical targets and reporting requirements. File, store and retrieve records as required, both electronically and in paper format, maintaining confidentiality and data security at all times.



Photocopy, scan and distribute documents as necessary, ensuring all information is handled appropriately. Support the summarising and coding of medical records for new and existing patients to maintain a complete and accurate patient history. Liaise effectively with external agencies including hospitals, community services, and other healthcare providers to support continuity of care. Provide occasional cover for reception, greeting patients, handling telephone enquiries and signposting appropriately.



Use clinical and administrative IT systems (e.g. EMIS, SystmOne, Docman, Microsoft Office) proficiently to process, input and retrieve information. Assist in maintaining practice templates, recall systems, and other administrative tools as directed by management. Prioritise workload effectively, responding to changing demands while maintaining accuracy and efficiency.



Participate in quality improvement initiatives, data validation exercises, and other audit activities to enhance patient safety and service delivery. Contribute to clinical governance processes, including significant event analysis and shared learning. Maintain a clean, tidy and organised working environment, adhering to infection prevention and control measures. Ensure all activities comply with the practices confidentiality, data protection, safeguarding and information governance policies.



Demonstrate excellent communication and teamwork, supporting colleagues and contributing to a positive working environment. Undertake all mandatory training and complete annual appraisals, identifying and addressing personal development needs. Support new staff through mentorship, sharing knowledge and good practice. Be flexible and cooperative in providing cross-cover for colleagues during periods of absence or peak workload.



Participate in local and national initiatives designed to improve patient outcomes and service efficiency. Attend team meetings and contribute to discussions on service improvement and patient care. Carry out opening and closing procedures in accordance with the duty rota and practice protocols. Uphold high standards of professional conduct, confidentiality, and integrity in all duties.