Administrator in Kenilworth

We are looking for a proactive, organised, and detail-focused Workflow/Docman Administrator to join our friendly GP Practice team. This is a key role supporting clinicians and ensuring timely, accurate processing of all incoming clinical correspondence.

Main duties of the job:

• Working within our friendly, supportive, admin team you will process all incoming clinical documents ensuring they are filed and actioned as appropriate.
• From these documents, you will prioritise any letters requiring urgent action and complete any related administrative tasks.
• Using your understanding of the patient record system, patient recalls, coding and reporting requirements for QOF, you will work with the team to ensure the patient record is as accurate as possible.
• You will work to meet both individual and organisational targets to ensure workload is completed in a timely manner to support our clinicians.
• Other duties commensurate with the role including auditing and reporting may also be required.

About us:

We are a busy GP practice in the charming town of Kenilworth with a patient list size of approx. 16000 patients and growing. Rated Outstanding by CQC, Accredited by Healthwatch, RCGP research ready, NHSE Military Veterans, highly rated on NHS choices and the Annual Patient GP survey. We are maximum achievers in the Quality Outcomes Framework and have a strong innovative background.

Why Join Us?

• Supportive, approachable, and experienced team.
• Opportunities for development and training.
• A chance to make a real difference in patient care.
• Friendly practice environment with a focus on quality and wellbeing.

Job responsibilities:

• Document Management: Process all incoming clinical correspondence via Docman and Workflow systems, ensuring documents are scanned, coded, categorised, and assigned correctly. Prioritise urgent correspondence and elevate when necessary. Maintain accurate patient records, following practice protocols and information governance standards.
• Clinical Support: Use approved read codes and SNOMED coding to support safe and efficient patient care. Identify and action administrative tasks within clinical letters e.g., medication queries, appointments, and follow-up actions. Work closely with GPs, nurses, pharmacists, and the admin team to ensure timely completion of workflow tasks.
• Administrative Duties: Assist with general administrative tasks related to patient records. Support continuous improvement of workflow processes. Participate in audits and contribute to data quality initiatives. Uphold confidentiality and GDPR compliance at all times.

Experience:

• Strong attention to detail and high level of accuracy.
• Excellent organisational and time-management skills.
• Ability to work independently and manage workload effectively.
• Confident using IT systems, with the ability to quickly learn new software.
• Strong communication skills and ability to work as part of a multidisciplinary team.
• Commitment to confidentiality and data protection standards.
• Experience using Docman, Workflow Manager and EMIS (or similar clinical systems).
• Previous experience in a GP practice, NHS, or healthcare administration environment.
• Understanding of medical terminology and clinical coding (Read/SNOMED).
• Experience handling sensitive or confidential documents.

Qualifications:

• Educated to GCSE level or equivalent, including Grade C or 4 or above in English and Maths.
• NVQ Level 2 in Business Administration (or equivalent experience).
• NVQ Level 3 in Business Administration or equivalent.
• Training or certification in medical terminology, information governance, or clinical systems.

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.