Clinical Records Assistant

NHS; Ashington; On-site; GBP 20,000 - 24,000; Full time

Job summary

A leading healthcare provider in Ashington is seeking a Clinical Records Assistant to join their Clinical Records team. The role involves managing patient information and assisting with the department’s administrative functions. Ideal candidates should possess strong organisational skills and be meticulous in their work. The position offers full training and the opportunity to make a real difference in patient care. Applicants who work well in a team environment and meet the required qualifications will thrive in this supportive setting.

Benefits

Full training and guidance

Supportive team environment

Opportunities for professional development

Qualifications

• Excellent organisation and administrative skills.
• Ability to manage and prioritise workload effectively.
• Experience in handling confidential patient information.

Responsibilities

• Support provision of a comprehensive clinical records service.
• Manage patient requests and maintain accurate patient registers.
• Input, summarise and code patient records.

Skills

Good organisation and administrative skills

Good time management, planning and prioritisation abilities

Good communication skills, verbal and written

Meticulous, methodical and accurate

Ability to work in a changing environment

Flexible and willing to help out

High degree of personal motivation

High degree of personal motivation

Able to use own initiative

Flexible and willing to help out

Education

Functional Literacy and Numeracy level 2/GCSE Grade A-C

NVQ level 3

Tools

Microsoft Office

SystmOne clinical computer system

Job description

Clinical Records Assistant

Closing date is 12 January 2026

We are seeking someone with excellent organisation and administrative skills to join our Clinical Records team providing high levels of patient care to our registered list size of approximately 20,000.

The successful candidate will enjoy working with computer records and paperwork in a meticulous and methodical manner with accuracy and quality a must.

Applicants should also have the ability to work within specified parameters and guidelines and be able to manage and prioritise their own workload.

Experience of working in a similar environment would be advantageous but is not necessary as full training will be provided.

Main duties of the job

Responsible for supporting the provision of a high quality comprehensive clinical records service, assisting with the running of the department, covering a variety of duties providing specified administrative services.

Managing patient information, including the administration of the Practice system for response to patient and third‑party requests, redacting records where appropriate, issuing invoices and ensuring timely dispatch of records.

Maintaining the practice’s computerised patient register, processing new registrations, deductions and amendments, and handling GP2GP links.

Running patient recall systems in accordance with practice procedures, including Cervical Cytology and Chronic Disease Management, and ensuring accurate coding of invitations.

Inputting, summarising and coding new patient summaries from paper notes, coding to meet QOF and Enhanced Services requirements, adding and deleting safeguarding codes, and maintaining accurate Summary Care Records.

Carrying out additional administrative duties to support efficiencies and streamlining of processes across the organisation.

About us

Why you'll love working with us:

• A warm supportive team who will help you settle in
• Full training and guidance
• The chance to make a real difference to patients every day
• Opportunities to grow and develop your skills.

The practice philosophy is rooted in a culture of care. Everyone working within the practice is committed to the NHS, to the provision of a high‑quality service and to respect and value for our patients and each other.

We are a friendly, welcoming and inclusive team who enjoy working together.

The practice aims to be a top‑quality healthcare team supported by our values: working in partnership with our patients, quality, innovation, fairness, continuous learning and a supportive team.

Job responsibilities

Responsible for supporting the provision of a high quality comprehensive clinical records service, assisting with the running of the Administration Department, covering a variety of duties providing specified administrative services.

Key result areas include managing patient requests, maintaining the patient register, running recall systems, summarising and coding patient records, and performing any additional duties appropriate to the role.

Person Specification

Skills

• Good organisation and administrative skills.
• Good time management, planning and prioritisation abilities.
• Good communication skills, verbal and written.
• Good interpersonal skills.
• Meticulous, methodical and accurate.
• Ability to work within specified parameters and guidelines.
• Trained in the use of SystmOne clinical computer system.
• Respect for patients and their right to confidentiality.
• Able to work in a changing environment.
• Personal integrity and loyalty.
• High degree of personal motivation.
• Confidential and trustworthy.
• Team player.
• Able to work under pressure.
• Able to prioritise.
• Able to use own initiative.
• Able to recognise when competent to make a decision and when not.
• Flexible and willing to help out in other departments when they are under pressure.

Experience

• Trained in the use of Microsoft Office entry level basics plus Word and Excel.
• Demonstrable and proven organisational capability in a complex environment.
• Awareness of Data Protection Act.
• Working in a GP Practice.
• GP Clinical systems.
• Working in a confidential environment.
• Coding clinical data.
• Understanding of medical terminology.

Qualifications

• Functional Literacy and Numeracy level 2/GCSE Grade A‑C, including Maths and English Language.
• NVQ level 3.

Physical requirements

• Able to work long periods on a PC and occasional lifting of files.
• Able to concentrate for prolonged, frequent periods.

Employer name

NHS North Of England Commissioning Support Unit

Equal Opportunities

As an employee you have a responsibility to ensure that all people that you have contact with during the course of your employment, including patients, relatives and staff are treated equally in line with the Practice’s Equal Opportunities Policy.

Confidentiality

As an employee you have a responsibility to maintain the confidentiality of any confidential information, which comes into your possession regarding patients, employees or any business relating to the Practice. In accordance with the Public Interest Disclosure Act 1998 protected disclosures are exempt from this express duty of confidentiality.

Health and Safety

As an employee you have a responsibility to abide by all the safety practices and codes provided by the Practice and have an equal responsibility with management for maintaining safe working practices for the health and safety of yourself and others.

Quality Assurance

As an employee of Seaton Park Medical Group you are a member of an organisation that endeavours to provide the highest quality of service to our patients. You are an ambassador of the organisation and, as such, are required to ensure that high standards are maintained at all times.

Risk Management

You have a responsibility for the identification of all risks, which have a potential adverse affect on the Practice’s ability to maintain quality of care and the safety of patients, staff and visitors, and for the taking of positive action to eliminate or reduce these.

Safeguarding

The Practice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.

Infection Control

As an employee you have a responsibility to abide by all Infection Control Guidelines provided by the Practice.

Sustainability

It is the responsibility of all staff to minimise the Practice’s environmental impact by switching off lights, computers, monitors and equipment when not in use, minimising water usage, minimising the need for printing and the amount of paper and toner cartridges used.