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Clinical Support Administrator

Castle Medical Centre
22 Bertie Road, Kenilworth CV8
£10 an hour - Permanent, Part-time


22 Bertie Road, Kenilworth CV8




Job summary:

To assist the clinical staff within the practice to reduce their administrative burden, the post holder will be responsible for carrying out triage of all clinical documentation received at the practice and ensuring that is correctly actioned, including medication and follow up all as necessary.

Main duties/key tasks:

  • Accurately scan all documents into docman
  • Accurately read and file all documents, into the practice clinical system, preparing them for triage.
  • Review and triage all patient correspondence and documentation (clinical and administrative) received by the practice to determine whether it needs to be seen by any member of the clinical team
  • Identify relevant clinical information documented in patient correspondence, read coding appropriately in the patient clinical record following practice protocol.
  • Allocate and work flow documents requiring clinical review / action to the most appropriate member of the clinical team
  • Assist with coding of documents following clinical review ensuring accuracy is maintained
  • File e-consults and respond to patient with action taken
  • Arrange review of clinical e-consults with a clinician following practice policy
  • Pass on administrative e-consults to the appropriate person where you are unable to assist with their query
  • Process repeat prescription requests received by email, post and voicemail in accordance with practice protocol
  • Send prescriptions requests to the clinicians to authorise electronically (EPS) in an acceptable timeframe
  • Ensure all prescription requests are processed and are ready for collection within a 48- hour timeframe
  • Act upon compliance issues, liaising with the appropriate clinician
  • Deal with all prescription related enquiries in a timely manner
  • Support all clinical staff with general administrative tasks as required
  • Answer incoming telephone calls, transfer call or deal with the called request appropriately
  • Complete regular monthly audits to ensure practice protocol is being followed
  • Ensure the practice protocol is always up to date and where not, update as necessary
  • Attend any training events that would help support personal and team development

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  • 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 authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

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 of health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified

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 people’s 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.

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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


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 team’s performance
  • Work effectively with individuals in other agencies to meet patients needs
  • Effectively manage own time, workload and resources


The post-holder should recognize 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 people’s 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

Experience / Qualifications:

  • Excellent written and verbal communication skills
  • High level of accuracy and attention to detail
  • Experience in using clinical systems (i.e. EMISWeb / Docman)
  • Medical Terminology / Medical Administration qualifications preferred but training will be offered to the right candidate

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Job Types: Part-time, Permanent
Part-time hours: 18-22 per week

Salary: £10.00 per hour


  • Monday to Friday


  • Administrative Assistants & Receptionists: 1 year (preferred)
  • General Practice: 1 year (preferred)

Application deadline: 22/05/2022