Medical Records Administrator

The University of Nottingham Health Service; Nottingham; On-site; GBP 20,000 - 25,000; Full time

Job summary

A prominent health service in Nottingham seeks a Medical Records Administrator to manage patient registrations and medical records. The ideal candidate will have strong Microsoft Office skills, experience in a busy environment, and a commitment to professional development. The position includes supervising staff and ensuring quality management of records. This role offers competitive leave and continuous support within a large team.

Benefits

6 weeks annual leave

Bank holidays

Birthday Day off

Qualifications

• Experience of Microsoft Office is required.
• Experience of working in a busy team is essential.
• Demonstrated commitment to professional development is needed.

Responsibilities

• Manage the registration process for new patients.
• Process medical records and ensure they are coded accurately.
• Supervise temporary staff in summarising medical records.

Skills

Microsoft Office

Keyboard and computer skills

Working in a busy team

Dealing with the public/patients

Education

GCSE 'Pass' level in English and Maths, Grade C/4 and above

Tools

EMIS clinical system

Job description

Overview

Cripps Health Centre is looking to expand our large admin team with a dedicated and hardworking new administrator. With one of the largest patient list sizes in the UK, this role is busy, satisfying and varied. We are based in a large health centre built for us in 2018 which is situated on the University of Nottingham campus.

The closing date is 01 October 2025

PLEASE NOTE, WE DO NOT ACCEPT APPLICATIONS FROM AGENCIES

Responsibilities

The duties and responsibilities to be undertaken by the Medical Records Administrator may be varied from time to time under the direction of the Practice Manager and Admin Manager, dependent on current and evolving Practice workload and staffing levels.

The practice receives up to approximately 9000 new patient registrations a year, and approximately 8000 deductions. This role manages this process to ensure that all medical records being received into the practice are coded and summarised in a timely manner, and that the deduction requests are dealt with within set timeframes.

The practice employs temporary staff to register new patients during busy times of the year. These staff need to be supervised to ensure that the work is carried out to a good standard and within set timeframes. This role will involve time and quality management of the temporary staff.

About us

The main benefits of working at this health centre is the support of a big team. You will be inducted and guided by the Admin Manager with continued support of your colleagues.

The University of Nottingham campus provides an ideal spot to spend lunch, with current staff members walking or running in their lunch hour. The building offers staff facilities such as lockers, showers, and a large staff room, with numerous cafes situated on campus to choose from.

Pay rates are reviewed every year and after 2 years\' service, rates are increased in line with the rest of the team.

You will be entitled to 6 weeks annual leave, plus bank holidays plus a Birthday Day off.

Job responsibilities

The purpose of the role is to manage the process of registering new patients and all the associated administrative tasks involved in this.

Processing incoming Temporary Resident and Immediate and Necessary forms on patient records.

Manage the process of receiving medical records into the practice.

Manage the process of deducting patient records and the process of records leaving the practice.

Work closely with PCSE/Capita to deal with any changes to the electronic medical record, including change of names and gender. This will also include identifying and rectifying any errors such as multiple registrations and mismatches.

Update weekly GP2GP failures, chasing previous surgeries for full summaries if needed.

Review patient medical records, both paper and electronic, to ensure all relevant clinical data is recorded correctly and accurately into the electronic system.

Adding Immunisations and Vaccinations to records and processing allergy degradations.

Weekly new baby registration monitoring to ensure babies are booked in for newborn checks.

Manage the summarising of medical records including supervising a team of temporary staff employed to summarise the medical records at both sites.

Filing and retrieving paperwork.

Undertake Workflow and Scanning administrative duties to help cover annual leave and sickness.

Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing and photocopying.

Any other roles and responsibilities that the practice deem appropriate.

Person Specification

Experience

• Experience of Microsoft Office.
• A demonstrable commitment to professional development.
• Experience of working in a busy team.
• Experience of working with the EMIS clinical system.
• Experience of dealing with the public/patients.

Knowledge and Skills

• Excellent keyboard and computer skills

Qualifications

• GCSE 'Pass' level in English and Maths. Grade C/4 and above.

Qualities and Attributes

• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team
• Pleasant and articulate
• Able to work under pressure
• Able to work in a changing environment
• Able to use own initiative

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.

The University of Nottingham Health Service