Patient Administrator

Staffa Health; Alfreton CP; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in Alfreton seeks a Patient Admin team member to handle clinical correspondence, summarise patient records, and support office tasks. The ideal candidate will have experience in a primary care environment, excellent communication skills, and familiarity with Microsoft Office and clinical systems. This role offers 37.5 hours of work per week, focusing on patient care and office administration.

Qualifications

• Experience in customer care or administration work with patients.
• Proven experience in managing your own time and workload.
• Familiarity with medical terminology.

Responsibilities

• Scan and code letters into patients' notes.
• Summarise clinical records and outpatient information.
• Deal with queries from health professionals.

Skills

Excellent organisational ability

Attention to detail and accuracy

Verbal and written communication skills

Clinical software skills

Advanced IT skills

Self motivation

Education

English and maths GCSE at level C or above

NVQ in business or administration or equivalent

IT certificates in Microsoft Office packages

Tools

Microsoft Office

SystmOne

Job description

An opportunity has arisen at StaffaHealth to join the Patient Admin team. We are looking for an enthusiastic, conscientious person to join the scanningand coding team to work 37.5 hours per week. The post holder will beresponsible for dealing with a wide range of clinical correspondence. You willscan & code letters and action the information in the correspondence whereappropriate. You will code and summarise patient records that are newlyregistered to the practice, and undertake other admin duties to supportcolleagues. The role also requires you to deal with queries from the healthprofessionals within the practice, support patients with enquiries.

To be successful in thisrole you will have excellent communication skills, well developed typing andword processing skills and proven experience of managing your own time andworkload in a busy office environment. You will be highly organised withexcellent attention to detail and accuracy. You will have experience ofMicrosoft Office systems, including Word, Excel and Outlook. Previousexperience using our clinical system SystmOne is desirable but not essential asfull training will be given. You will beable to work under your own initiative but also work closely with other membersof the administration team.

Interview Date: Tuesday 16 December 2025

PLEASE NOT THAT SUCCESSFUL APPLICANTS WILL BE REQUIRED TO REGISTER WITH ANOTHER GP IF THE APPLICANT IS CURRENTLY A STAFFA HEALTH PATIENT.

Main duties of the job

The main responsibilities ofthe post-holder will be to support the practice by providing an efficient administration and clerical service as part of the Patient Administration team.The main responsibilities of the post-holder will be to summarise and read coderelevant information from patients clinical records, hospital correspondenceand other sources into the practice computer system, working strictly inaccordance with the practice notes summarising and read code protocols.

About us

We are a large, supportive, friendly and innovative practice, with a focus onthe highest quality of care for our patients. We are rated as an outstanding practice by the CareQuality Commission

Situated in a semi-ruralcommunity, close to the Peak District we have 17,026 patients, we provideservices over 3 sites and utilise the clinical system SystmOne. We are a training practice for Trainee GPs, medicalstudents and student nurses. We are a pro-active and innovative practice andthis role provides a great opportunity for you to make a difference through thesupport you provide to the team.

Job responsibilities

• Scanning of letters and other relevant correspondence into patients notes.
• Extraction of necessary data from clinical correspondence and input into electronic patient record, read coding where required.
• Actioning tasks from incoming correspondence where appropriate and organising further action from other members of the practice team where required.
• Summarising patients notes.
• Monitoring progress of notes summarising against practice targets.
• Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to.
• Ensure correspondence, reports, results etc. are filed in correct records
• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
• Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Deal with tasks, messages, emails and voicemails in a timely manner.
• Establish and maintain spread sheets and databases and paper based filing and administrative systems so that written or computer information is logged, easily accessible and secure.
• To assist with the gathering of statistics and information when required.
• Ensure security of data at all times.
• Provide cover for members of the administration / secretarial team during periods of sickness and annual leave.

Person Specification

Experience

• Customer care or administration work with patients in a Primary Care environment.
• Office and administration work.
• Working in a team.
• Working with Windows and Microsoft Office.
• Administration / data quality / coding / summarising worked in a Primary Care organisation.
• Familiar with all functions of the clinical system and their application.

Knowledge

• Understanding of Primary Care Understanding of medical terminology.
• Understanding of equal opportunity and diversity issues.
• Awareness of data security requirements.

Skills

• Excellent organisational ability.
• Excellent attention to detail and accuracy in recording information.
• Excellent interpersonal, verbal and written communication skills.
• Library & indexing skills/ knows ABC.
• Ability to work without supervision.
• Numeracy .
• Able to establish and maintain effective communication pathways within the organisation and with external stakeholders.
• Self motivation.
• Clinical software skills.
• Advanced IT skills.
• Trained typist.

Qualifications

• English and maths GCSE at level C or above or the equivalent
• NVQ in business or administration or equivalent
• IT certificates in Microsoft office packages
• Medical terminology training certificate
• Evidence of other further training and personal development undertaken

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.