Senior administrative assistant

This senior administrative post at Tarleton Health Centre, run by Tarleton Group Practice, covers the practice's clinical coding, workflow, summarising and referral functions. The work centres on coding clinical correspondence into patient records on EMIS, summarising new registrations, and processing referrals through the NHS e-Referral Service. The postholder supports the existing coder and secretary through buddying and cover, and helps with insurance reports and records requests, without making clinical decisions.

Prior experience of clinical coding or summarising is essential.

• Review incoming clinical correspondence and code relevant information in patient records
• Identify correspondence and workflow items needing action, route them to clinicians or team members, and track actions
• Summarise new patient records, entering a structured overview of relevant medical history
• Manage the referral workflow so referrals are sent promptly, and answer administrative referral queries
• Prepare and process referrals through the NHS e-Referral Service
• Provide administrative support for insurance and medical report requests, including logging, tracking and coordinating information for outsourced reports
• Assist with subject access requests and requests for copies of medical records
• Work alongside the existing coder and secretary, providing buddying, cross-cover and workload support
• Electronically file documents and securely transfer patient records
• Type documents and take minutes when required
• Maintain accurate records of completed and outstanding work
• Help identify administrative bottlenecks and suggest workflow improvements

• Experience in a senior or experienced administrative role, preferably in a GP practice or healthcare setting
• Experience of clinical coding and/or summarising clinical records
• Experience of secretarial work in a healthcare setting
• Experience of buddying, cross-cover or supporting colleagues

• Excellent attention to detail and accurate data-entry skills
• Good IT skills and confidence learning and using clinical and administrative systems
• Strong organisation, able to prioritise a varied workload and meet deadlines
• Clear, professional written and verbal communication, working collaboratively with patients, clinicians and colleagues
• Good understanding of clinical correspondence and the importance of accurate, timely recording
• Recognising when an issue needs clinical or managerial review and referring it on

• Responsible approach to confidentiality and information-governance requirements
• Willingness to follow practice protocols and procedures

• Experience of working in a GP practice
• Experience using the NHS e-Referral Service (e-RS)
• Experience using EMIS, Docman, Docman AI and IGPR
• Experience supporting referral administration and associated queries
• Experience with insurance or medical report administration, subject access requests or medical-record requests
• Experience improving administrative workflows or supporting colleagues with complex processes

• Practice-specific induction and training on systems, coding and information governance