Job summary
- Main area
- Medical Receptionist/ Administrator
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 22 hours per week
- Job ref
- 232-PRC-7149614-A
- Employer
- North Staffordshire Combined Healthcare NHS Trust
- Employer type
- NHS
- Site
- Moorcroft Medical Centre
- Town
- Stoke-on-Trent
- Salary
- £24,071 - £25,674 per annum, pro rata
- Salary period
- Yearly
- Closing
- 26/06/2025 08:00
Employer heading

Medical Receptionist/ Admin/ Secretary
NHS AfC: Band 3
Job overview
THIS IS FOR ICB STAFF ONLY
Would you like to become a member of our Primary Care Services administration team providing innovative care to our patient population as part of an outstanding CQC organisation?
Do you want to have a job that makes a difference and helps people? Are you organised, and keen to use your skills to help our doctors, nurses, and other healthcare staff to provide an outstanding service? Then you might fit in very well in our coding team.
We are looking to appoint a highly motivated and experienced administrator who is able to work cross site at our three integrated practices Moorcroft Medical Centre, Holmcroft Surgery and Keele Health Centre supporting the admin function with particular focus on coding medical documents.
The main responsibility of this role is to administrate and filter the paperwork workflow so that the GPs only see the items they need to action and the rest is on the patients record ready for their next interaction.
You will be responsible for the coding of relevant information from hospital letters and clinical correspondence into the patients electronic healthcare records on the clinical system, adhering to the practice coding policy
We are a friendly and well organised team with a forward thinking approach. Full training will be provided to support induction into the role.
Main duties of the job
To work as a clinical coder within Moorcroft, Holmcroft and Keele practices.
To support the current team in managing both incoming and existing workload
Use of EMIS and Docman
Coding from letters received from secondary care
To work within the processes and protocols which allow the organisation to comply with CQC and clinical and information governance requirements.
Ensuring that a general broad knowledge of all tasks is in place and requesting further support and training as gaps in knowledge are identified.
Liaising with and supporting practice team members for general queries and any practice systems which are in place such as recall, target achievement etc.
Contributing towards any projects or pilots that the practice may take part in.
Acting upon clinical team queries and/or instructions from the clinical team.
Identifying issues which need further management and making the appropriate team member aware of the need to action.
Contribution towards the setting up of appropriate protocols and adhering to them.
Covering team absences to ensure a safe working environment and preservation of safe working systems.
Working for our organisation
As a Trust we remain bold and ambitious with plans for both service and system collaborative transformation over the coming years to improve the health and wellbeing of our local people through high quality care.
We pride ourselves on ensuring our team has their wellbeing put first and as such provide a range of wellness opportunities including flexible working.
We are committed to the Greener NHS national ambition to becoming the world’s first ‘carbon net zero’ national health system by 2045 (Greener NHS (england.nhs.uk). As part of this, sustainability is embedded in our strategy as one of our four key enablers. In order to deliver on this commitment, we recognise that we need a workforce that is as passionate as we are about achieving these goals, for the benefit of our service users, workforce, local communities and the planet alike. For 2024/2025, we have launched our “Proud to be Green” engagement campaign which is aligned to the targets set out in our Green Plan. As a Trust, you can be assured that we will commit to supporting you in working towards our net zero ambitions, set out in our Green Plan, through our sustainability programme”.
The Trust is committed to ensuring that a diverse workforce is representative and inclusive at all levels. We would very much welcome applications from all under-represented groups including women, people with disabilities, people from global majority backgrounds, and those from the lesbian, gay, bi and trans communities.
Detailed job description and main responsibilities
- Preparation of new and existing medical records for summarising onto the EPR.
- Identification of disease and the validation and entering of patient details onto appropriate disease maintenance and recall systems.
- The printing of EPR'S and attachments for patients leaving the practice and their forwarding to North Staffordshire Health Agency.
- Filing of paper information which is not scannable and inclusion of reference to paper information within the EPR as per scanning protocol.
- Record filing and good house-keeping of notes.
- Following up queries and ensuring that a satisfactory conclusion is reached for such queries.
- Follow-up and resolution of queries with parallel services.
- Preparing notes for surgeries and providing accurate computer and hard copy listings.
- Scanning of all medical information into the patient electronic medical record.
- Retrieval of medical information from the patient electronic medical records and the provision of either hard copy or disc for patients leaving the practice.
- Appropriate distribution of approved release of reports etc via post, fax etc.
- Accepting home visits and preparing visiting lists.
- Assist responsible administrative officers in the processing of forms and administrative requirements.
- Preparation of new patient records for summarising.
- Accurate and appropriate input of data onto the clinical system in accordance with our security policy for information systems within the practice.
- Appropriate use of IT equipment in accordance with Health & Safety Policy.
- Validation and matching of correct patient with correct information.
- Application of computerised appointments, prescription and word processing systems.
- Use of Docman software for the management of clinical mail.
- Use of Ordercoms and Medisec systems.
- Use of computerised searches to identify specific data requirements.
- Application of computerised links and actioning appropriate action according to practice protocols which may include registration and pathology.
- To contribute towards new IT systems and tasks as they become available such as electronic booking of hospital appointments etc.
Person specification
Qualifications
Essential criteria
- NVQ 3/RSA 3 Business Administration or equivalent
Experience
Essential criteria
- Experience of a range of secretarial procedures and software programmes
Knowledge
Desirable criteria
- Knowledge of systems used in GP surgery
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Tilly Sambrook
- Job title
- Admin Lead
- Email address
- [email protected]
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