Clinical Administrator

We have an exciting opportunity for someone to join us as a Clinical Administrator, to be based at Holsworthy Medical Centre. You will be working as part of our Secretarial team providing support to the GPs and clinicians involving typing and audio typing, as well as the opportunity to liaise directly with patients regarding appointments and referrals.

You will have a willingness to attend training relevant to the role (training will be provided, including clinical coding).

£12.53 per hour

Full-time (37.5 hours): Monday to Friday

PLEASE NOTE: Interviews are to be held on 2nd April 2026. Due to the availability of the interview panel, we will contact candidates week commencing 30th March

Main duties of the job

• Toprovide high quality administrative support in processing, coding, and themanagement of clinical correspondence, ensuring that all incoming documents areappropriately handled, triaged, annotated, or escalated.
• Toprovide accurate and timely administrative support in handling patient clinicalrecords including summarising medical histories and supporting a safedeductions process.
• Thisrole supports safe and effective clinical care and ensures that generalpractice workflow and QOF compliance are maintained.

About us

We are a thriving and innovative Medical Group bringingtogether Holsworthy and Hatherleigh Medical Centres. We see patients at bothsites and have a team that includes GPs, paramedics, nurse practitioners,practice nurses, health care assistants and phlebotomists as well as ourpractice management and administrative support teams. In addition, we also haveaccess to additional roles through the local Primary Care Network.

Our benefits include:

• 27 days annual leave plus bank holidays (pro rata), increasing at 5 and 10 years service
• Access to the NHS Pension Scheme
• Company sick pay from 6 months

Job responsibilities

DocumentManagement and Workflow

• Review incoming documents via Anima (SystmOne)
• File routine correspondence that requires no clinicalaction (appointment confirmations, stable follow-up)
• Forward documents that require clinical input or action(new diagnoses, referrals, safeguarding concerns)
• Annotate documents file without action with standardphrases and relevant SNOMED codes
• Follow procedures for triaging letters based on clinicalrisk and significance

NotesSummarising

• Summarise new patient records within the first eightweeks of registration
• Extract and code relevant past medical history,significant conditions, medications, allergies, family history, andvaccinations
• Ensure summary is clearly structured using practicetemplates
• Flag missing or clinically concerning information to theGP or Patient Services team for follow-up

ClinicalCoding

• Accurately code diagnoses, investigations, and outcomesusing SNOMED CT
• Ensure QOF-related codes (cancer, depression, diabetes)are entered as first ever or new event where appropriate
• Maintain coding consistency and follow practice protocolof structured entries
• Identify uncoded clinical entries and ensureretrospective coding is completed during summarising or filing

PatientDeductions

• Ensure the clinical system is accurately updated withdemographic and NHS spine-linked information
• Process patient removals (deductions), ensuring clinicalnotes are up to date and accurate prior to transfer
• Ensure deceased and transferred outpatients are coded,with reason for deduction clearly recorded

Communicationand Teamwork

• Communicate with clinical and non-clinical colleagues toclarify actions required on documents
• Escalate any urgent or uncertain documents to theClinical PA team using Anima
• Work closely with the Patient Services team to ensurecomplete and accurate registration processes
• Liaise with external bodies (e.g. PCSE) regarding LloydGeorge record movements and registration errors
• Support quality improvement projects and participate inregular team meetings and workflow reviews
• Work closely with the Secretarial team, assisting with2ww (2 week wait) and urgent referrals when necessary

ITSystems and Digital Tools

• Use Anima, SystmOne, NHS Spine, Docman, AccuRx, and HPlinks system as part of the clinical workflow and document management
• Use SystmOne for clinical records and coding
• Maintain accurate records and follow the practicesstandard coding and annotation practices

Person Specification Qualifications

• GCSE grade A to C or equivalent English & Maths
• NVQ Level 2 or 3 in Business Administration or similar
• Trained in clinical coding i.e. SNOMED/QOF

Experience

• Working in an administrative role in healthcare
• Working in a team as a team member
• Accurate data entry and record keeping
• Experience of working in primary care or GP practice
• Experience summarising notes

Skills and Knowledge

• Excellent interpersonal and communication skills
• Good IT skills including word, excel and email
• Understanding of patient confidentiality and data protection
• Ability to follow procedures
• Knowledge of Anima and/or SystmOne
• Knowledge of medical terminology

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.