Job summary Cripps Health Centre is looking to expand our large admin team with a dedicated and hardworking new administrator. With one of largest patient list sizes in the UK, this role is busy, satisfying and varied. We are based in a large health centre built for us back in 2018 which is situated on the beautiful University of Nottingham campus. The role includes numerous administrative tasks relating to the movement of medical records including registering, deducting and summarising as well a a number of other duties to support the rest of the team. Main duties of the job The duties and responsibilities to be undertaken by the Medical Records Administrator may be varied from time to time under the direction of the Practice Manager and Admin Manager, dependent on current and evolving Practice workload and staffing levels. The practice receives up to approximately 9000 new patient registrations a year, and approximately 8000 deductions. This role requires the Medical Records Administrator to manage this process to ensure that all medical records being received into the practice are coded and summarised in a timely manner. Similarly, that the deduction requests are dealt with within set timeframes. The practice employs temporary staff to register new patients during busy times of the year. These staff need to be supervised to ensure that the work is carried out to a good standard and within set timeframes. This role will involve time and quality management of the temporary staff. About us The main benefits of working at this health centre is the support of a big team. You will be inducted and guided by the Admin Manager with continued support of your colleagues. The University of Nottingham campus provides a ideal spot to spend lunch, with current staff members walking or running in their lunch hour. The building offers staff facilities such as lockers, showers, and a large staff room, with numerous cafes situated on campus to choose from. Pay rates are reviewed every year and after 2 years' service, rates are increased in line with the rest of the team. You will be entitled to 6 weeks annual leave, plus bank holidays plus a Birthday Day off. Date posted 17 January 2025 Pay scheme Other Salary £12.12 an hour Contract Permanent Working pattern Full-time Reference number A1807-25-0001 Job locations Cripps Health Centre University Park Nottingham NG7 2QW Job description Job responsibilities The purpose of the role is to Manage the process of registering new patients and all the associated administrative tasks involved in this. Processing incoming Temporary Resident and Immediate and Necessary forms on patient records. Manage the process of receiving medical records into the practice. Manage the process of deducting patient records and the process of records leaving the practice. Work closely with PCSE/Capita to deal with any changes to the electronic medical record, including change of names and gender. This will also include identifying and rectifying any errors such multiple registrations and mismatches. Update weekly GP2GP failures, chasing previous surgeries for full summaries if needed. Review patient medical records, both paper and electronic, to ensure all relevant clinical data is recorded correctly and accurately into the electronic system. Adding Immunisations and Vaccinations to records and processing allergy degrades. Weekly new baby registration monitoring to ensure babies are booked in for newborn checks. Manage the summarising of medical records including supervising a team of temporary staff employed to summarise the medical records at both sites. Filing and retrieving paperwork. Undertake Workflow and Scanning administrative duties to help cover annual leave and sickness. Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing and photocopying. Any other roles and responsibilities that the practice deem appropriate. Job description Job responsibilities The purpose of the role is to Manage the process of registering new patients and all the associated administrative tasks involved in this. Processing incoming Temporary Resident and Immediate and Necessary forms on patient records. Manage the process of receiving medical records into the practice. Manage the process of deducting patient records and the process of records leaving the practice. Work closely with PCSE/Capita to deal with any changes to the electronic medical record, including change of names and gender. This will also include identifying and rectifying any errors such multiple registrations and mismatches. Update weekly GP2GP failures, chasing previous surgeries for full summaries if needed. Review patient medical records, both paper and electronic, to ensure all relevant clinical data is recorded correctly and accurately into the electronic system. Adding Immunisations and Vaccinations to records and processing allergy degrades. Weekly new baby registration monitoring to ensure babies are booked in for newborn checks. Manage the summarising of medical records including supervising a team of temporary staff employed to summarise the medical records at both sites. Filing and retrieving paperwork. Undertake Workflow and Scanning administrative duties to help cover annual leave and sickness. Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing and photocopying. Any other roles and responsibilities that the practice deem appropriate. Person Specification Experience Essential Experience of Microsoft Office A demonstrable commitment to professional development Experience of working in a team Desirable Experience in General Practice administrative duties Experience of working with the EMIS clinical system Experience of dealing with the public / patients Knowledge and Skills Essential Excellent keyboard and computer skills Excellent communication skills Qualifications Essential GCSE 'Pass' level in English and Maths. Grade C/4 and above. Qualities and Attributes Essential An understanding, acceptance and adherence to the need for strict confidentiality Ability to use own judgement, resourcefulness and common sense Ability to work without direct supervision and determine own workload priorities Ability to work as part of an integrated multi-skilled team Pleasant and articulate Able to work under pressure Able to work in a changing environment Able to use own initiative Person Specification Experience Essential Experience of Microsoft Office A demonstrable commitment to professional development Experience of working in a team Desirable Experience in General Practice administrative duties Experience of working with the EMIS clinical system Experience of dealing with the public / patients Knowledge and Skills Essential Excellent keyboard and computer skills Excellent communication skills Qualifications Essential GCSE 'Pass' level in English and Maths. Grade C/4 and above. Qualities and Attributes Essential An understanding, acceptance and adherence to the need for strict confidentiality Ability to use own judgement, resourcefulness and common sense Ability to work without direct supervision and determine own workload priorities Ability to work as part of an integrated multi-skilled team Pleasant and articulate Able to work under pressure Able to work in a changing environment Able to use own initiative Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name The University of Nottingham Health Service Address Cripps Health Centre University Park Nottingham NG7 2QW Employer's website https://www.unhs.co.uk/ (Opens in a new tab)