Apprentice Data Administrator / Secretary

Introduction: Provide a high-quality administrative and secretarial service to the Practice team, ensuring accurate, timely processing of clinical correspondence and documentation.

What You'll Do

• Provide administrative and secretarial support, ensuring accurate and timely processing of clinical correspondence and documentation.
• Support safe patient care through effective document workflow, coding, summarising and maintenance of patient records within Systm One.
• Provide audio typing and word processing support for GPs and healthcare professionals.
• Process referrals via the NHS e-Referral Service (e RS) and manage associated correspondence.
• Process medical reports, patient questionnaires and other administrative documentation accurately.
• Attend meetings and take minutes when required.
• Handle telephone calls to facilitate timely communication with patients and external organisations.
• Receive and dispatch mail and maintain an effective pending/filing system.
• Code or re-code relevant clinical information onto the patient record, including new diagnoses and updates.
• Ensure strict confidentiality and compliance with information governance requirements.
• Review medical records for completeness and identify gaps in the patient history.
• Extract information for coding from paper-based and electronic sources and enter into Systm One.
• Validate received electronic patient records (e. g., GP2GP) and resolve issues in liaison with clinicians.
• Raise issues identified with the named GP or appropriate clinician to resolve queries.
• Update and maintain referral templates and clinical templates/searches within Systm One.
• Support running searches for QOF and other clinical domains.
• Assign and process unmatched laboratory reports and electronic documents.
• Run immunisation and cervical screening programme administration tasks.
• Support the IT & Admin Lead/Practice Manager with intranet, website, social media and other administrative tasks.
• Request/prepare patient record notes urgently via Primary Care Support England (PCSE).
• Generate medical reports and respond to information requests, including SARs.
• Use IGPR to co‑ordinate responses to insurance company requests.
• Complete private admin requests and liaise with patients as needed.
• Support clinicians by providing timely information, searches and administrative support.

Skills Required

• Communication skills
• IT skills
• Organisation skills
• Customer care skills
• Administrative skills
• Team working
• Initiative
• Non judgemental

Qualifications

• GCSE English, grade 4 or above
• GCSE Maths, grade 4 or above
• Course Information: Business Administrator (Level3), Route: Business and Administration, Apprenticeship Level: Advanced
• Training Outcome

A permanent position may be available in the Surgery for the right candidate following successful completion of the apprenticeship.

• Working Arrangements
• Working Week: Monday – Friday
• Shifts: To be confirmed
• Expected Duration: 1 year6 months
• Training Provider: POULTEC TRAINING LIMITED
• This employer is part of the Disability Confident scheme, committed to employing disabled people.
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