The post-holder will work within a team environment to ensure that all patient records are maintained and accurate. The post-holder will download and scan incoming mail onto our clinical system ensuring all clinical coding is correct and ensure that our management of patient paper records in and out of the practice is accurately recorded and up to date at all times. We are looking for someone who is enthusiastic about providing high quality care and data quality administration support at Whyburn Medical Practice. Closing date: 21 June 2026.
Key responsibilities
- Receive and summarise incoming patient records onto the clinical system ensuring all clinical coding is correct.
- Review medical records to produce a comprehensive summary of patients’ medical history.
- Support management with complaint logging on the system, Datix, and assisting in investigations and meetings.
- Work with the Practice Manager and Deputy Practice Manager on auditing data collection to ensure practice standards are met.
- Manage patient long‑term condition recalls, including cytology and baby immunisations.
- Ensure the management of patient paper records in and out of the practice is accurately recorded and up to date.
- Input data into the patients’ health care records as necessary.
- Action GP2GP transfers.
- Process online access requests.
- Manage administrative queries as necessary.
- Liaise with external agencies such as hospitals and community services to ensure referrals are processed efficiently.
- Maintain an accurate referrals database and process referrals using the electronic referral system (ERS).
- Process requests for information (e.g. SAR, insurance/ solicitors letters and DVLA forms).
- Support all clinical staff with general administrative tasks as requested.
- Provide an efficient comprehensive secretarial service and coordinate doctors to meet the needs of the service.
- Manage practice emails related to patient records, referrals and requests.
- Ensure general upkeep of paper files, repairing when necessary.
- Deal with enquiries tactfully with due consideration of patient privacy.
- Participate in educational and learning activities arranged from time to time.
- Support practice policies and protocols, including health and safety and infection control.
- Support a drive to greater automation and use of technology.
- Provide support on reception when short‑staffed if necessary.
- Minute meetings.
- Perform other duties under the direction of the Practice Manager depending on workload and staffing levels.
Qualifications
- Good standard of general education.
- Experience of customer service.
- Good communication skills (written and oral).
- Planning and organising skills.
Benefits
- NHS Pension 2015 Scheme (subject to eligibility).
- Alternative government‑based scheme (subject to eligibility).
- Competitive leave entitlement that includes maternity, paternity, adoption leave, study leave allowance, and sickness provisions.
- Access to education and training opportunities, depending on your role.
- Working in a multi‑disciplinary team with support from a wide variety of professionals.
- A flexible approach to a work‑life balance.
- Cycle to work scheme (subject to eligibility).
- Access to Blue Light Card scheme.
- All staff events and conferences.
- Staff engagement (Wellbeing Group, EDI Network, Staff Focus group).
- Free parking across many sites.
- Personalised induction into the company and job role.
Job Details
Pay scheme: £12.81 an hourContract: Fixed term (6 months)Working pattern: Part‑timeReference number: E0220‑26‑0008Job location: Whyburn Medical Practice, Curtis St, Hucknall, Nottingham, NG15 7JE, United Kingdom.
Posted on: 03 June 2026
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