Administrative Support Co-ordinator

NHS Jobs; Pennsylvania; On-site; USD 25,000 - 33,000; Part time

Job summary

NHS Jobs is seeking an Administrative Support Coordinator to manage day-to-day administrative tasks across two sites (Leylands and Wrose Medical Centre). The role involves patient registrations, coding, scanning, and correspondence within SystmOne and related tools.

The successful candidate will handle registrations, NHS mail and EDI links, support triage and safeguarding procedures, and ensure records are accurate and compliant with SOPs. Part-time 30 hours per week with flexible site movements.

Qualifications

• Experience delivering administrative workflows in a healthcare setting.
• Proficiency with patient registrations, coding and scanning processes.
• Knowledge of information governance and GDPR requirements.

Responsibilities

• Manage Gateway daily; act as first contact for Gateway issues and escalation.
• Handle patient registrations and registrations from various sources, chase discrepancies.
• Maintain EDI links, registrations and deductions in SystmOne.
• Process correspondence and clinical letters; chase missing information as needed.
• Support OOH duties, NHS Mail, and daily post scanning and filing.
• Code A&E reports and discharge summaries; route to appropriate teams.
• Maintain accurate records in SystmOne using templates where required.
• Follow safeguarding and information governance policies; participate in training.

Skills

Administrative skills

Registrations

Coding (medical)

SystmOne experience

GDPR awareness

Tools

SystmOne

Ardens

Job description

The role is 30 hours per week: 8am-4pm over 4 days with either a Tuesday or Thursday off.

1. Role purpose

The Administrative Support Coordinator delivers the practice's day to day administrative workflow, including registrations, coding, scanning and all other back-office administration duties. The post-holder will ensure administrative tasks are actioned accurately and within agreed timescales, working closely with reception, clinical and clinical admin colleagues across all sites.

2. Reporting and accountability

Line management: Reportable toAdministrative Support Manager. Day-to-day working: alongside the wider Administrative Support team which consists of six very experienced and knowledgeable administrators. The post-holder will be accountable for delivering administrative responsibilities to practice standards and for escalating urgent, safeguarding-related or clinically significant items through the appropriate route, in line with practice SOPs.

3. Location and working pattern

The role will be based across two of our three sites: Leylands and Wrose Medical Centre. The post-holder will be required to work at any of these sites, including movement between sites within a single working day, in line with service need.

4. Scope of role

• Gateway ensuring the Gateway is running each morning; first point of contact in the practice for Gateway issues, escalating as required.
• Registrations new patient, temporary, care home and new baby registrations (including from mother and baby discharge summaries); chasing patients on discrepancies (e.g. NHS number, name spelling).
• EDI Links managing EDI Links on SystmOne, including amendments in/out, registrations and deductions.
• Summarising manning the summarising task box (internal and external), escalating urgent items to the triage list or relevant party; summarising records, including requesting and returning paper records from storage (Oasis).
• Correspondence sending letters to the hospital following shared care protocol, including rejecting tests where required or directed by a partner; chasing clinical correspondence by phone or email when required.
• Screening pulling retinal screening reports via Spectra; bowel screening filing.
• OOH processing daily OOH electronic reports; adding items to the triage list where necessary.
• NHS Mail downloading NHS mail daily; escalating urgent items to the triage list or relevant party.
• Coding coding A&E reports and discharge summaries and ensuring they are routed to the correct team; coding clinical letters using the code formulary and considering QOF.
• Scanning scanning daily post, including hospital letters, private work requests and patient correspondence.
• Death protocol actioning death notifications and sending to the relevant party per SOP; processing coroners' referrals and inquest reports; keeping tasks open for inquests and chasing information when needed.

5. Core accountabilities

Deliver administrative workflow accurately and within agreed timescales, including registrations, coding, scanning and correspondence. Escalate urgent, safeguarding-related or clinically significant items immediately and in line with practice SOPs. Maintain accurate, confidential records within SystmOne, using Ardens and approved local templates where required. Support patients and external organisations with registration, referral and correspondence enquiries. Contribute to the six-week patient letter SLA and other administrative service standards. Work flexibly to support service need, including supporting absence cover.

6. Standards and governance

Follow practice SOPs, information governance and GDPR requirements. Recognise and elevate safeguarding concerns in line with practice safeguarding policy. Contribute to CQC readiness through accurate record-keeping and SOP compliance. Participate in mandatory training, induction and ongoing development relevant to the role.

7. Other

This Job Description sets out the principal accountabilities of the role and is not intended to be exhaustive. The post-holder may be asked to undertake other reasonable duties consistent with the level of the role, and the Job Description will be reviewed periodically in discussion with the post-holder.