Clinical Administrator in Holsworthy

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.

• To provide high quality administrative support in processing, coding, and the management of clinical correspondence, ensuring that all incoming documents are appropriately handled, triaged, annotated, or escalated.
• To provide accurate and timely administrative support in handling patient clinical records including summarising medical histories and supporting a safe deductions process.
• This role supports safe and effective clinical care and ensures that general practice workflow and QOF compliance are maintained.

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

• 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

• Document Management and Workflow

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

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

• Accurately code diagnoses, investigations, and outcomes using 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 protocol of structured entries
• Identify uncoded clinical entries and ensure retrospective coding is completed during summarising or filing

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

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

• Use Anima, SystmOne, NHS Spine, Docman, AccuRx, and HP links system as part of the clinical workflow and document management
• Use SystmOne for clinical records and coding
• Maintain accurate records and follow the practice's standard coding and annotation practices

• 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

• 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

• 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

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.