Secretary and Workflow Administrator

This is an exciting opportunity to join our Data Input and Secretarial team within the Practice on a full-time basis. The role combines responsibilities across secretarial support and workflow and document processing, playing a vital part in ensuring the smooth running of our data, clinical systems and data capture. The post holder will be responsible for accurately coding and processing clinical correspondence, in addition to providing comprehensive secretarial and administrative support to clinicians and the wider Practice team. This includes providing a secretarial service and ensuring that all referrals are processed in line with current NHS referral processes and that full and accurate records are maintained. You will be responsible for managing communications from external clinical organisations including the incoming processing of all clinical letters, ensuring accurate data recording and capture of clinical information onto our Emis system. Accuracy and attention to detail is important to make sure that our internal processes align with Practice procedures, protocols, and NHS contractual requirements. We are looking for a highly organised team player with strong IT and communication skills and the ability to manage workload effectively and accurately. Previous experience of working in a Primary care or hospital setting is essential as is a knowledge of medical terminology and referral processes., This is an exciting opportunity to join our data and secretarial team as a full-time Secretary and Workflow Administrator, working 37.5 hours per week over five days. The role combines responsibilities for workflow processing and secretarial support, ensuring that patient correspondence is accurately coded, recorded, and managed in line with Practice procedures and NHS requirements. You will play a key role in maintaining high-quality patient records, supporting clinicians, and contributing to the smooth and efficient running of the Practice. About us We are a progressive and friendly 10 GP training Practice and are offering an exciting opportunity to work with us in our purpose built practice in Longridge, in the heart of the Ribble Valley. We are a committed team consisting of the following roles - GPs, nurses, HCAs, first contact physio, pharmacy technician and reception and admin members. We commend ourselves on our team spirit and ethos and whilst working under immense pressure, we deliver care of a high standard. We are fortunate to work in excellent premises which have been extended and updated, it is a positive place of work., Workflow / Document Processing Duties

• Accurately process, code, and file clinical correspondence (including hospital letters, lab results, and other documentation) onto EMIS.
• Interpret clinical information using a sound understanding of medical terminology to ensure accurate coding and document allocation. Medical Terminology knowledge is preferred.
• Ensure all incoming documents are reviewed and all relevant cliical data is coded promptly in line with Practice protocols and information governance standards.
• Prioritise workload effectively, identifying urgent, abnormal, or clinically significant information and escalating appropriately.
• Identify discrepancies, urgent results, or queries and escalate to the relevant clinician or team member.
• Maintain high standards of data quality, ensuring patient records are accurate, complete, and up to date.
Secretarial Duties
• Provide comprehensive secretarial support to GPs and clinicians, including typing, formatting, and sending correspondence.
• Manage incoming and outgoing communications, including emails, letters, and telephone queries.
• Support with referral processing, ensuring referrals are completed accurately and in a timely manner.
• Assist in the coordination of meetings, preparation of documents, and minute taking where required.
• Liaise with external agencies such as hospitals, community services, and other healthcare providers.
General Administrative Duties
• Support the wider administrative function of the Practice as required.
• Work collaboratively with clinicians and the wider team to ensure safe and efficient workflow processes that support patient care.
• Maintain strict confidentiality at all times in line with GDPR and Practice policies.
• Contribute to continuous improvement of administrative systems and processes.
  
  GCSE Grade A to C in English and Maths
Desirable
• Medical Terminology
Experience Essential
• Proven IT and communication skills.
• Excellent attention to detail, accuracy and experience of working within a team.
• An understanding of Medical Terminology.
• Previous experience in working in Primary care or a hospital setting.
• Experience of working within an administrative setting, preferably with some secretarial experience.
Desirable
• Experience in workflow/document processing in the GP setting.
• Secretarial experience.
Person Specification Qualifications Essential
• GCSE Grade A to C in English and Maths
Desirable
• Medical Terminology
Experience Essential
• Proven IT and communication skills.
• Excellent attention to detail, accuracy and experience of working within a team.
• An understanding of Medical Terminology.
• Previous experience in working in Primary care or a hospital setting.
• Experience of working within an administrative setting, preferably with some secretarial experience.
Desirable
• Experience in workflow/document processing in the GP setting.
• Secretarial experience.
  
  We will offer the successful candidate a salary package within the pay range of Agenda for Change band 3, you can join the NHS pension scheme and enjoy holiday entitlement in line with Agenda for Change.
The wellbeing of our team is important to us and we offer many wellbeing incentives, one of which is an on site gym.