Clinical and Data Administrator

The Clinical and Data Administrator plays a vital role in supporting our forward-thinking, high-performing GP practice, delivering high-quality clinical administration and accurate patient data management, and requiring strong IT literacy to maintain records, recall systems, and NHS reporting standards in support of effective patient care.

Main duties of the job include managing and maintaining high-quality clinical information to support safe, effective patient care across the practice. This includes scanning and clinically coding patient information from a variety of sources, ensuring records are accurate, complete and compliant with NHS standards. The role involves coordinating patient recall and screening programmes, processing laboratory results and clinical correspondence, and supporting key data submissions and reporting requirements.

Working closely with clinicians and administrative colleagues, the post-holder will play an important part in maintaining data quality, supporting audits and quality improvement activity, and ensuring information is managed securely and efficiently, using strong IT skills to navigate clinical systems and support the delivery of excellent patient care.

About us: We are a large, high-performing GP practice providing care to over 28,000 patients across Ireland Wood and Horsforth. Our organisation is built on strong clinical leadership and a collaborative, multidisciplinary team approach, including GP Partners, salaried doctors, nurses, allied health professionals and a dedicated administrative workforce. We place a strong emphasis on training, development and continuous improvement, supporting staff to grow their skills and progress within their roles. As a forward-thinking practice, we are committed to delivering high-quality, patient-centred care while continually developing our services to meet the evolving needs of our local community.

Job responsibilities include being an essential member of the practice team, providing comprehensive clinical administrative support across a wide range of patient-facing and back-office functions. Working closely with the Practice Manager, Clinical Administrator Lead, GP Partners and the wider clinical and administrative teams, the post-holder will support patient recall systems, national screening programmes and regulatory data submissions. A core aspect of the role is the accurate management of clinical information, including the summarising, scanning and coding of patient records to ensure they are complete, accessible and fully aligned with practice protocols and NHS standards.

The post-holder will be responsible for managing incoming and outgoing patient records via Primary Care Support England (PCSE), including registrations, deductions and record amendments. They will support the processing and allocation of laboratory results, ensuring timely and accurate communication to clinicians, and will contribute to the administration of key screening programmes such as AAA and bowel screening non-responder follow-ups. The role also includes supporting chronic disease recall systems, over 75s reviews, childhood immunisation data submissions, carers protocols and other essential patient care processes, as well as assisting with external submissions and finance-related documentation.

In addition, the Clinical and Data Administrator will manage scanning workflows and document handling processes, ensuring all incoming correspondence is accurately sorted, coded and attached to patient records within required timescales. They will maintain high standards of data quality and electronic record keeping, respond to queries relating to clinical coding and patient information, and support audits, data searches and reporting activities that underpin both clinical governance and operational performance.

The role requires a strong commitment to confidentiality, data protection and information governance in line with GDPR and practice policies. The post-holder will also be expected to contribute to health and safety compliance, promote equality and diversity, engage in ongoing training and professional development and support continuous quality improvement within the practice. Effective communication with patients, colleagues and external organisations is essential, along with the ability to adapt communication styles to meet differing needs.

Overall, this is a varied and important role within a busy, supportive practice environment, requiring strong IT literacy, attention to detail and a proactive approach to maintaining high standards in clinical administration and patient data management.

Person Specification: Essential criteria include GCSE English and Maths at Grade C/4 or above. Experience of working within a GP practice or NHS Trust, demonstrating an understanding of healthcare systems, patient records and clinical administrative processes is required. IT literacy and the ability to confidently use a range of digital systems and software is essential.

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.