Medical Administrator

Cornerstone Practice And Healthcare; Lancashire; On-site; GBP 18,000 - 24,000; Full time

Benefits offered by this job

NHS pension scheme

Uniform provided

Health and wellbeing benefits

Job summary

Cornerstone Practice and Healthcare is seeking a Medical Administrator to manage patient records, perform data entry, and support clinical teams. This role bases at Shadsworth Surgery and involves handling sensitive information with care within a busy NHS GP practice.

You will coordinate long-term condition clinics, support GDPR-compliant record redaction, and ensure data accuracy across EMIS Web and related processes.

Qualifications

• Experience in busy office/administrative environment.
• High level of accuracy in data entry and data handling.
• Strong IT and Microsoft Office skills.
• Ability to maintain confidentiality and follow data protection requirements.

Responsibilities

• Scan and input clinical documents into EMIS Web or equivalent system with accuracy.
• Summarise and code patient records, read hospital letters, and pass actions to clinicians.
• Coordinate calls/recalls for long-term conditions and support QOF targets.
• Assist with third-party and patient report requests and GDPR-compliant redaction.

Skills

Data entry

Microsoft Office

Communication

Teamwork

Education

GCSEs English & Maths

Job description

Job summary

What if your administrative skills could change someone's life?

At Cornerstone Practice and Healthcare, our Medical Administrators don't just process paperwork - they are the backbone of care for our patients. Every record you manage, every clinic you coordinate, every detail you get right directly impacts a real person's health journey.

Founded on Christian values of compassion, integrity and respect, we are ambitious, forward thinking and genuinely invested in our people - offering real developmental opportunities, a supportive team culture, and the chance to grow your career in a practice that punches above its weight.

Based at Shadsworth Surgery, you will play a central role in keeping our practice running smoothly - from coordinating long-term conditions clinics and managing medical records to handling sensitive data with the accuracy and care our patients deserve.

We are not just offering a job. We are offering a role with purpose, a team that has your back, and a workplace where what you do truly matters.

Sounds like you ? We want to hear from you.

Main duties of the job

At the heart of our administration team, you will keep patient records accurate and up to date - scanning and coding clinical documents, blood results, diagnoses and other data onto our clinical system with precision and care.

You will summarise the medical records of newly registered patients, recording significant history, diagnoses, medications and allergies onto EMIS Web. You will also read incoming hospital letters and clinical correspondence, code the key information using SNOMED and pass anything that needs action to the right clinician. Previous summarising experience is welcome, but full training will be given.

You will coordinate call and recall letters for patients with long-term conditions including diabetes, heart disease and respiratory conditions, supporting our clinical team in delivering annual reviews and meeting Quality and Outcomes framework targets - ensuring no patients falls through the net.

You will also assist in preparing third-party and patient report request, processing Subject Access Request, and accurately redacting medical records before disclosure - all in line with GDPR and NHS guidelines.

This is detailed, responsible work that sits at the intersection of administration and patient safety. Every entry you make and every record you handle has a direct impact on the quality of care our patients receive.

If you are a methodical, trustworthy and ready to play a vital role in a busy, purpose-driven practice - we would love to hear from you.

About us

Cornerstone Practice and Healthcare is a multi-site, patient-focused NHS GP practice serving a diverse population across four surgeries Shadsworth, Rhyddings, Lambeth Street and Bentham Road Health Centre in Blackburn with Darwen.

Rooted in a Christian ethos of service, dignity, compassion and integrity, our mission is to provide high-quality, accessible and compassionate primary care that respects every patient's individuality and supports their wellbeing, whatever their background or circumstances.

Our administration team is friendly, hardworking and genuinely supportive. We look out for each other, take pride in our work, and understand that behind every record and every letter is a real person who depends on us. You will be joining a team where your contribution is valued and your development is encouraged.

Core hours are Monday to Friday, 8:00-18:30, with Extended Access appointments available until 20:00 each weekday in collaboration with our local Primary Care Network.

We offer:

• NHS pension scheme
• Uniform provided
• A wide range of health and wellbeing benefits

If you want a role with real purpose, in a team that has your back - we would love to hear from you.

Job responsibilities

Administrative Duties

• Scan hospital letters and related documents into patients medical records in accordance with practice protocols
• Perform accurate data input including diagnoses, blood pressure readings, spirometry results, blood results, and other coding as set out in the coding protocols
• In collaboration with the administration and nursing teams, run the call and recall systems for long-term conditions to achieve Quality and Outcomes Framework (QOF) targets and meet Government requirements
• Use the clinical system to record regular performance achievements and key performance indicators (KPIs) as required
• Assist in the preparation of third-party and patient report requests, including generating invoices, photocopying records, liaising with clinicians, and meeting required deadlines
• Process Subject Access Requests (SARs) in accordance with practice protocols and General Data Protection Regulation (GDPR) requirements

Redaction of Medical Records

• Review patient records and apply appropriate redaction prior to disclosure, in line with the Data Protection Act 2018, GDPR and NHS guidance on access to health records
• Maintain a clear audit trail for all redacted disclosures, documenting the rationale for decisions made
• Keep up to date with changes in legislation and NHS guidance relating to records disclosure and redaction

Communication and Patient Interaction

• Whilst this is primarily an administrative role, you will have regular contact with patients, both in person and by telephone. You will be expected to handle patient queries professionally, sensitively and efficiently, always maintaining a calm and courteous manner
• Liaise with hospitals, community service and other external NHS partners to support the timely exchange of information

Clinical System

• The practice uses EMIS Web as its clinical system
• You will use EMIS Web daily for data entry, call and recall management, appointment scheduling, performance recording and record management
• Full training will be provided

Working Environment

• Based primarily at Shadsworth Surgery with occasional requirement to work across other Cornerstone sites
• Daily use of VDU equipment in a busy environment
• Extended period of sitting at a screen with frequent interruptions from colleagues, clinicians and patients
• Occasional lifting of files, records and other materials may be required

Training and Development

• Carry out all duties in line with practice protocols, procedures and guidelines
• Participate in Continuous Professional Development and undertake appropriate training as agreed with your line manager
• Complete all mandatory training including Data Security and Protection, Safeguarding and any other requirements identified by the practice

General Duties

• Function as an effective and collaborative member of the wider practice team
• Act at all times within the boundaries of health and safety legislation, risk management and data protection law
• Work in accordance with the organisational values and Christian ethos of Cornerstone Practice and Healthcare - demonstrating service, dignity, compassion and integrity in everything you do

The employer may determine any additional duties that may be required from time to time, provided these do not exceed the level of responsibility for the graded of post. Flexibility and willingness to support the wider team is an important part of this role.

Person Specification

Experience

Essential

• Experience of working in a busy office or administrative environment
• Experience of data entry with a high level of accuracy and attention to detail
• Experience of managing a varied workload and prioritising tasks effectively under pressure
• Experience of handling sensitive or confidential information in line with data protection requirements
• Experience of communicating with members of the public, both face to face and by telephone

Desirable

• Previous experience of working in an NHS or primary care setting
• Experience of using EMIS Web or another NHS clinical system
• Experience of processing Subject Access Request or redacting medical records
• Experience of call and recall systems or long-term condition management administration
• Experience or working with clinical coding or inputting medical data

Knowledge and skills

Essential

• Good written and verbal communication skills with the ability to communicate clearly and professionally
• Strong organisational skills with the ability to prioritise a heavy and varied workload
• Ability to work accurately and methodically under pressure with minimal supervision
• Good numerical skills with the ability to interpret and record clinical data correctly
• Strong IT skills including confident use of Microsoft Office applications
• Ability to maintain strict confidentiality at all times in relation to patient and practice information
• Ability to work flexibly and collaboratively as part of a team
• Ability to remain calm, empathetic and professional when dealing with upset or frustrated patients

Desirable

• Knowledge of Quality and Outcomes Framework and long-term condition management
• Knowledge of EMIS Web or another NHS clinical system
• Knowledge of medical terminology and clinical coding
• Understanding of Subject Access Request processes and medical records redaction requirements
• Knowledge of Safeguarding principles in relation to children and vulnerable adults

Qualifications

Essential

• 5 GCSE at grade C/4 or above, including English Language and Mathematics at Level 2 or equivalent
• Demonstrable literacy and numeracy skills
• Understanding of data protection legislation and patient confidentiality requirements

Desirable

• NVQ Level 2 or above in Business Administration, Health and Social Care or a related field
• Any relevant CPD or further education in healthcare administration or information governance

Personal Attributes

Essential

• Warm, empathetic and patient-centred in approach, treating every individual with dignity and respect
• Methodical and detail-focused, taking pride in the accuracy and quality of their work
• Calm and resilient under pressure, able to manage a demanding workload without compromising standards
• Flexible and adaptable, willing to support colleagues and take on new challenges
• Self-motivated with the ability to use initiative and work with minimal supervision
• Professional in appearance, manner and conduct at all times
• Respectful of sensitive to the diverse backgrounds and circumstances of our patient populations

Desirable

• An understanding of and empathy with the Christian values and ethos that underpin the work of Cornerstone Practice and Healthcare
• A passion for working in healthcare and making a positive difference to patients and the community
• A positive, can-do attitude with a willingness to go above and beyond when needed

Other Requirements

Essential

• Willingness to work flexibly across sites and hours to meet the needs of the practice
• Right to work in the United Kingdom
• Ability to provided two satisfactory reference, including one from current or most recent employer

Desirable

• Full UK driving licence and access to a vehicle for occasional travel between sites

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.