Workflow Secretary / Clinical Administrator

Job description

Job responsibilities

Job Summary

To provide high-quality administrative and secretarial support within the clinical team, ensuring referrals, records, recalls, and communications are handled accurately and efficiently. This role supports patient care by managing document workflow, coding, clinical data entry, and coordination of patient appointments and reviews.

Key Responsibilities

Referrals

Type and attach referral letters on behalf of GPs, ANPs, nurses, and other clinicians.

Manage referrals via ERS (e-Referral Service), email, or post if not available on ERS.

Book patient appointments where appropriate and upload relevant referral information.

Maintain an accurate referrals log/spreadsheet and ensure timely processing of requests.

Workflow Management

Process clinical correspondence through the electronic and paper workflow systems.

File and scan documents into patient records.

Apply appropriate clinical coding based on content and practice protocol.

Arrange follow-up tasks, reviews or appointments in line with workflow outcomes.

Medical Summarising

Summarise medical records for all newly registered and existing patients.

Ensure key information, such as diagnoses, medications, and past medical history, is accurately recorded.

Highlight or arrange review appointments for missing or flagged clinical needs.

Baby Clinic Administration

Print and prepare signed consent forms for scheduled immunisations.

Communicate with Child Health and enter vaccination data on internal spreadsheets.

Send AccuRx invites to parents/carers of babies due for immunisations.

Book 8-week checks and immunisation appointments upon baby registration.

Chronic Disease Management (CDM) Recalls

Generate and send monthly recall invitations for annual reviews and disease monitoring.

Include additional recall invitations for drug monitoring (e.g. bone scans, gynae clinics).

Monitor recall outcomes and update patient records accordingly.

Registrations

Process new patient registration forms.

Download patient records and add current medication to the system.

Arrange and book necessary initial appointments with a clinician or nurse.

General Administrative Support

Cover reception duties when required (e.g. during staff shortage or annual leave).

Liaise with GPs, nurses, and admin colleagues to ensure coordinated patient care.

Support quality improvement projects and data audits as required.

Essential Experience & Skills

Administrative or secretarial experience, ideally in a healthcare or clinical setting.

Strong typing, data entry, and IT skills (Microsoft Office and EMIS Web or similar).

Understanding of medical terminology and confidentiality principles.

Experience with patient referrals, workflow processing, and/or document coding.

Excellent communication and organisational skills.

Desirable Experience & Skills

Prior use of EMIS Web, ERS, AccuRx, and Docman systems.

Knowledge of SNOMED/Read coding and summarising protocols.

Familiarity with NHS referral pathways and CDM recall systems.

Other Requirements

Adherence to confidentiality, information governance and safeguarding standards.

Flexibility to provide reception or other admin support where needed.

Willingness to undertake relevant training and participate in performance reviews.

Review Clause

This job description reflects current duties but may evolve to meet the needs of the practice. Amendments will be made in consultation with the post holder.

Person Specification

Qualifications

Essential

• GCSE Grade AC (or equivalent) in English and Maths
• Good working knowledge of computers and confidence using IT systems
• Strong communication and organisational skills
• Ability to manage sensitive information with confidentiality and professionalism
• Able to work independently and as part of a team in a busy environment

Desirable

• Previous experience working in a GP practice or NHS setting
• Familiarity with EMIS Web and AccuRx systems
• Understanding of medical terminology and clinical coding
• Qualified to NVQ Level 3 in Business Administration, Health & Social Care, or related field
• Knowledge of referral processes, clinical workflow, or document handling in a healthcare environment
• Experience supporting chronic disease recalls or summarising patient records

Experience

Essential

• Essential Criteria
• GCSE Grade AC (or equivalent) in English and Maths
• Good IT skills and confidence using computer systems
• Experience of working within a healthcare or nursing team
• Experience of dealing with patients, including those who may be vulnerable or distressed
• Ability to work accurately under pressure in a busy environment
• Strong communication skills and a professional, confidential approach
• Ability to prioritise workload and follow processes consistently

Desirable

• Previous experience working in a GP practice or NHS setting
• Familiarity with EMIS Web and AccuRx systems
• Understanding of medical terminology and clinical coding
• Qualified to NVQ Level 3 in Business Admin, Health & Social Care, or related field
• Knowledge of referral processes, clinical workflow, or document handling in healthcare
• Experience supporting chronic disease recalls or summarising patient records

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.

Employer details

Employer name

Mexborough Health Centre

Address

Adwick Road

Mexborough

S64 0BY

Employer's website

https://www.mexboroughhealthcentre.nhs.uk/ (Opens in a new tab)