Document Management / Admin assistant

NHS; Church Stretton; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading healthcare provider is seeking an enthusiastic Document Management/Administration Assistant to support the admin team. The role involves processing documentation and managing medical records, which is essential for maintaining patient confidentiality and efficiency. The right candidate will possess strong communication and computer skills and be comfortable in a busy practice environment, with training provided for successful applicants.

Qualifications

• Practical experience of working with others.
• Experience managing correspondence.
• Experience with computerized recording systems.

Responsibilities

• Process documentation received and ensure confidentiality.
• Manage the receipt and dispatch of medical records.
• Assist with prescription management and patient records.

Skills

Communication Skills

Time Management

Interpersonal Skills

Negotiation Skills

Education

Good standard of general education

GCSE Mathematics

Microsoft Office qualifications (Excel and Word)

Job description

We are looking for an enthusiastic and resilientperson to join our admin team as a Document Management/Administration Assistant.

Main duties of the job

This role is predominantly the processing ofdocumentation received into the Practice via all mediums, but will include arange of other admin work such as processing prescriptions, managing thereceipt and despatch of medical records and some basic secretarial functions.

Applicants will need a pleasant, approachable manner,be a team player, have good computer skills, good communication skills and theability to remain calm whilst busy.Whilst previous experience of working in a Primary Care environmentwould be an advantage, it is not essential.Appropriate training will be provided for the right applicant.

The hours to be worked are negotiable, but will be Mondayto Friday. Interviews will be held on 10July 2025.

About us

Church Stretton Medical Practice is situated at the bottom of Cardingmill Valley and the Stretton Hills. We have approximately 7,200 patients registered at the Practice.

We are a 6 GP partner, 1 salaried GP practice with a strong nursing and HCA team, supported by a friendly and professional administration team.

Job responsibilities

1.

Ensurethat all documentation received is dealt with in an appropriate and timelyway, with full confidentiality compliance.

2.

Regularchecks of the Document Management email address throughout the day to ensureall documentation relating to patients is uploaded on to medical records andprocessed accordingly.

3.

Twicedaily opening, scanning and work flowing of all mail requiring uploading onto Medical Records.

4.

Monitoringand extraction of all other relevant information that is delivered to thePractice that is relevant to individual patients, ensuring that it getsuploaded to medical records.

5.

Ensurethat anything urgent or relating to safeguarding is dealt with immediatelyand flagged up to the relevant clinician as soon as possible, if they are notavailable the Doctor of the Day should be contacted.

6.

Undertakethe coding of information on patient records in accordance withcorrespondence received and in line with current protocols.

7.

Liaisewith the Document Management Lead GP as required.

8.

Maintainpatient confidentiality at all times and comply with all aspects of the DataProtection Act.

9.

Keepup to date on Docman 10, Emis and other IT tools that enable the job role.

10.

Ensuringthe original Safeguarding documents are filed securely and an up to dateregister held.

11.

Closeliaison with Secretarial team due to connected work loads and carrying out ofsome basic functions.

12.

Assistwith the summarising of new patient medical records and the closing anddespatch of those patients leaving the Practice.

13.

Assistwith the management of prescriptions, providing cover as required.

14.

Followpractice procedures in the event of a fire.

15.

Undertakestatutory and mandatory training.

16.

Attendand participate in meetings as required.

17.

Thisjob description is not exhaustive and may be adjusted periodically afterreview and consultation. You will also be expected to carry out anyreasonable duties which may be requested from time-to-time.

18.

Worksafely at all times in accordance with Legislative requirements and PracticePolicy and Procedures.

19.

Provideoccasional cover for the e-consults and Practice Enquiries e-mail addressesas required.

Person Specification

Experience

• Practical experience of working with others
• Experience of using own initiative
• Experience of managing correspondence
• Experience of working within a General Practice environment
• Practical experience of computerised recording systems

Skills

• Excellent communication skills (Written and Oral)
• Time Management and the ability to work to deadlines
• Negotiation and conflict management skills
• Interpersonal skills

Knowledge

• An understanding of a General Practice environment

Behaviours

• Planning and organising
• Performing under pressure
• Self motivated
• Flexibility
• Confidentiality

Qualifications

• Good standard of general education
• GCSE Mathematics
• Microsoft Office qualifications specifically excel and word.

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.