Data Entry & Records Team Administrator

Dyddiad hysbysebu:	23 Medi 2025
Cyflog:	£12.21 yr awr
Gwybodaeth ychwanegol am y cyflog:	£12.21 an hour
Oriau:	Llawn Amser
Dyddiad cau:	06 Hydref 2025
Lleoliad:	Harlow, CM18 6YJ
Cwmni:	NHS Jobs
Math o swydd:	Cytundeb
Cyfeirnod swydd:	A3646-25-0006

Crynodeb

JOB TITLE: Data Entry & Records Team Administrator MAIN PURPOSE OF POST: To provide administrative support to the Practice and Partners, in particular clinical coding and paper management and summarizing of clinical notes RESPONSIBLE TO: Practice Management Team SALARY: £12.21 HOURS: 30 hours per week TYPE OF CONTRACT: Temporary 1-year fixed term (Maternity Cover) Main Duties: Responsible for organising, collecting and distributing all internal and external, incoming and outgoing mail. Open and date stamp all relevant incoming mail. Check incoming emails regularly and ensure any labelled URGENT are printed and brought to the attention of the appropriate clinician. Collect baskets from reception and distribute contents as appropriate. Distribute all mail (brochures, circulars etc. and repeat prescriptions to Clinical staff. Collect ad-hoc paperwork from reception and distribute. Scan, index and workflow both paper and electronic incoming mail, ensuring coding is added, using formulary (Systmone) and following appropriate protocols, currently EZ DOC. Scanning and data entry of other paper documents, using formulary. Enter clinical data for blood results received in paper format or by email. Send out maternity check letters to new mothers on receipt of Maternity discharge letters, contacting patient to verify contact details as required. Be responsible for the secure management of paper-flows through the scanning room and safe disposal when complete. Be responsible for franking post. Documenting recorded delivery items as required as cover. Ensure all post is taken to Post Office each day. To carry out summarizing of incoming notes for new and returning patients in a timely manner, working to the scanning protocol as agreed. Appointment Systems: Ensure total familiarity with all systems in effect including regular and incidental variations. Monitor effectiveness of the system and report any problems or variations required. Management of Medical Records: Ensure correspondence, reports, results, etc. are filed in correct order. Any Other Delegated Duties Considered Appropriate to the Post deemed reasonable by any Partner or Practice Management Team Health & Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting to health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient area generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorized persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights Personal / Professional Development: The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and / or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly Contribution to the Implementation of Services: The post-holder will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate