Data Administrator

NHS; Bury St Edmunds; On-site; GBP 22,000 - 28,000; Full time

Job summary

A prominent healthcare provider in Bury St Edmunds is seeking a motivated Data Administrator. This role involves ensuring the accuracy of patient data and supporting clinical effectiveness in a modern GP surgery. You will work closely with a supportive team, manage patient registrations, and utilize AI systems to enhance data processes. Ideal candidates will have prior healthcare experience and excellent communication skills, making this a perfect opportunity to impact the future of primary care.

Benefits

Supportive and progressive environment

Opportunities for personal development

Qualifications

• Previous experience of working in healthcare sector.
• Excellent literacy and numeracy skills.
• Good understanding of medical terminology.

Responsibilities

• Provide data support and services to the practice across both surgeries.
• Ensure patient data is accurate and up to date.
• Manage patient registrations, amendments, and deductions.

Skills

Excellent communication skills

Teamwork

Planning and organisation

Flexibility and Adaptability

Customer Focus

Education

GCSE grade A to C in English and Maths

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

SystmOne clinical system

AI Anima system

Job description

We are looking for a motivated and detail-focused Data Administrator to join our friendly and progressive team at Swan Surgery and Forest Surgery. This is a key role supporting the smooth running of the practice by ensuring patient data is accurate, well-maintained, and used effectively to support high-quality care.

You’ll work within a large, supportive team in a modern GP surgery that embraces innovation, including the use of Anima, our AI-driven system. The role offers variety, responsibility, and the opportunity to develop your skills in a forward-thinking environment that values accuracy, teamwork, and continuous improvement.

If you’re organised, enjoy working with data, and want to be part of a practice that is shaping the future of primary care, we’d love to hear from you. Swan Surgery and Forest Surgery is a great place to build your career.

Main duties of the job

We are seeking a proactive and organised Data Administrator to join our large, supportive team at Swan Surgery and Forest Surgery. This is a varied and important role that works across all teams within the practice, helping to ensure patient data is accurate, up to date, and supports safe, effective clinical care.

You will play a key part in managing patient registrations, amendments, and deductions, acting as a main point of contact with PCSE, and supporting the practice with essential data processes, audits, and reporting. The role also supports clinical effectiveness, QOF performance, immunisation programmes, and the accurate coding and summarising of patient records.

As a modern, progressive practice, we use Anima, an AI-driven system, to help read, code, and process patient information efficiently. You’ll also support clinicians by assigning workloads, monitoring results such as blood pressure readings, and ensuring key patient safety and screening processes are completed.

This role would suit someone who is highly organised, comfortable working with data, enjoys variety, and values teamwork and communication. You’ll be well supported by your line manager and colleagues, with opportunities to develop your skills in a forward-thinking GP surgery that embraces innovation and continuous improvement.

About us

Swan Surgery and Forest Surgery is a forward-thinking, high-energy GP practice that embraces innovation and teamwork. We’re a large, modern surgery using Anima, a cutting‑edge AI system, to streamline workflows and improve patient care. With GP trainees, a wide multidisciplinary team, and a strong learning culture, we’re always evolving and improving how we work.

Why work with us?You’re joining a progressive, supportive, and well‑staffed practice where your role genuinely matters. We value new ideas, invest in our people, and encourage growth and development. If you’re a data administrator who enjoys working in a modern environment, likes being part of a busy, friendly team, and wants to be involved in shaping the future of primary care, Swan Surgery and Forest Surgery is a great place to build your career.

Job responsibilities

Responsible to: Workflow and Reports Manager

Main Purpose: To provide data support and services to the practice which involves working across both surgeries

Health and Safety

To work within the guidelines and policies of the Practice.

To ensure that statutory requirements are met at all times and to implement practice policy as directed by the Line Manager.

To ensure that safe systems of work are practiced and that the agreed health and safety policies are carried out.

To be aware of the responsibility of every employee to have regard for safety for themselves and others at work in the Health and Safety at Work Act.

To be conversant with the practice fire regulations

Administration

All records need to be kept clearly and legibly.

Meetings

It will be necessary to attend various practice meetings as required by the role and outlined in the practice meeting programme. Dates of meetings are listed on the meeting log and it is each employee’s responsibility to maintain their individual calendars.

As well as the data team there is a need to work closely with medical secretaries, care navigators, dispensary and nursing staff to ensure the smooth running of the practice, reporting any problems encountered to the relevant person.

Training and personal development

It is the individual's responsibility to remain up to date with recent developments and personal CPD. Participate in the education and training of students of all disciplines and the introduction of members of the practice staff where appropriate.

Principal Duties and Responsibilities

At all times you must be aware of your limitations and refer any queries to the relevant person for support.

1.Clinical Data

1.1. Make appropriate data entries onto the clinical system as required.

1.2. Assist the Line Manager in any data requirements for commissioning purposes

1.3. Run, check and send any clinical reports during the appropriate timescales

1.4. Ensure areas of work regarding data quality are carried out and act on the results

2.Operation of the telephone system

2.1. Receive and make calls as required answering any queries that arise. Divert calls and take messages as appropriate ensuring accuracy

3.Scanning

3.1. Ensure all patient-related mail is scanned onto the patient’s clinical record daily

3.2. Forward scanned letters to the appropriate staff member/group for action dependant on the content of the letter

3.3. Make appropriate data entries onto the clinical system as required according to the practice’s read coding guidelines.

4. Duties specific to the post (dependent on number or hours worked)

4.1. This post requires the working across all teams within the practice. As such it is important the keep the Line Manager informed of any problems or issues

4.2. To complete the registration process with PCSE via the links system

4.3. To check the amendments and deductions module on the computer system daily and process any items

4.4. Deal with any queries raised by PCSE

4.5. To process a patient death on S1 informing relevant staff and PCSE via the links

4.6. To provide patients and staff with a point of contact for female health queries

4.7. To enter smear results onto patient’s electronic records

4.8. Ensure non- responder and PNL lists are completed each month for both sites

4.9. Support the monitoring of the practice’s clinical effectiveness and QOF performance

4.10. Support the summarising of new patient record’s ensuring any targets are maintained

4.11. Carry out administration required relating to the childhood immunisation programme

4.12. Assign workload i.e. bloods to Clinicians

4.13. Monitor patients blood pressure readings

4.14. Running reports/Audits

4.15. Using AI system Anima to read code letters and process patient information.

4.16. Deal with any Data related tasks sent from other members in the surgery.

Requirements for the Post

Key competencies for the Post

The post holder will need to be able to demonstrate the following competencies as part of their daily work

Communication: Excellent communication skills including written and verbal

Teamwork: The ability to work as part of a integrated multi-skilled team

Planning and organisation: Ability to work without direct supervision and determine own workload priorities

An understanding and acceptance of one’s capabilities and awareness of own limitations

Flexibility and Adaptability: Flexibility of working hours to cover annual leave

Customer Focus: An ability to use own judgement, resourcefulness, common sense and local knowledge, to respond to enquiries and requests while adhering to practice limitations.

Knowledge and Skills

Excellent literacy and numeracy skills

Previous experience of working in healthcare sector

Excellent keyboard skills with good daily working knowledge of Microsoft Word, Excel and Outlook

Experience in using SystmOne clinical system

An understanding, acceptance and adherence to the need for strict confidentiality

Good understanding of medical terminology

Good understanding of AI Anima system.

Person Specification

Qualifications

• GCSE grade A to C in English and Maths

Experience

• Experience of working in a GP practice.

Disclosure and Barring Service Check

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.