Workflow Administrator




Job Title: Workflow Administrator   

Reports to: Human Resources Team

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Job Description


Job Summary

To process the clinical correspondence that comes into the practice i.e. emails, faxes, post and any other correspondence.

To ensure the clinical records are updated with accurate and consistent data.

To ensure the process is robust and safe as this will enable the practice to increase efficiency and quality of service to patients.


Key Responsibilities

  • Understanding and working to agreed Workflow Protocol when processing clinical correspondence.
  • Attaching letters to the patient record, add clinical codes to diagnoses, procedures and investigations, and complete actions.
  • To have a good understanding of the implications of what you are filing.
  • Going through the auditing process with the Workflow GP Lead.
  • Work alongside the Administrator Lead to provide data to ensure the correct implementation and support decisions are in practice. 
  • Confidently navigate through EMIS clinical system.
  • Understand clinical codes and how to search for codes on EMIS clinical system.
  • Have a basic understanding of medical terminology.
  • Keen to learn new skills and be part of a new way of working in the practice. 
  • Share knowledge of speciality terminology with other staff where needed.
  • During absence of colleagues provide essential cover and carry out any other appropriate duties to ensure continuing provision of the service. 
  • Assist with the implementation of any changes to procedures as required by the GP Lead. 



  • 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, to 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.
  • Reporting potential risks identified. 


Equality & 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. 


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: 

  • To participate in mandatory training, and attend any relevant internal and external training courses.
  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
  • Manage and prioritise workload and time appropriately including planning, allocating and evaluating work carried out and providing feedback where difficulties have been experienced.



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 recognise the importance of effective communication within the Northgate Medical Practice team as well as the In-House Clinical Services team, and will strive to: 

  • Communicate effectively with other team members.
  • Communicate effectively with patients and carers.
  • Communicate effectively with clinicians.
  • 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 audits where appropriate


Person Specification

Job Title: Workflow Administrator

Departement: Workflow Optimisation

Date: March 2022


Education and Qualifications Essential Desirable
  • Knowledge of working in General Practice
NVQ level 3 in Administration
Knowledge and Understanding
  • Essential Medical Terminology
  • Essential understanding of Read Codes
  • Essential knowledge of EMIS Clinical System
  • Essential Coputer Skills
    • Microsoft Office packages including email
      knowledge of clerical procedures and able
      to prioritise workload
  • Awareness and understanding of NHS standards,
    understanding of confidentiality/data protection
  • Use of Internet
  • Experience of working with and communicating with people. 
  • Experience of working under pressure.
  • Previous administrative experience.
  • Experience of working with and maintaining databases.
  • Experience of working with patients in a NHS setting.
  • Able to manage and prioritise a given workload
  • NHS Experience
  • Previous healthcare experience
  • Experience of working in a multicultural enviroment
  • Able to produce work to a high standard of accuracy and detal
  • Proven IT
  • Reliable, dependable with good time keeping
  • Ability to self-motivate, work under pressure and work on own initiative


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