Clinical Records Assistant


Company:	NHS Jobs
Salary:	£24,735 to £25,126 a year
Hours:	Full-time
Location:	ASHINGTON, NE63 0NG
Job type:	Permanent
Posting date:	9 Oct 2026
Closing date:	1 Nov 2026

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Summary

Job Title Clinical Records Assistant Pay SPMG Band III £24,735 to £25,126 p.a. Basis 37.5 hours PERMANENT POST Location All Centres serviced by the Practices, currently including: Newbiggin Health Centre Seaton Hirst Primary Care Centre (main base) Reports To Practice Manager Accountable to The Seaton Park Medical Group JOB PURPOSE Responsible for supporting the provision of a high-quality comprehensive clinical records service, assisting with the running of the Administration Department, covering a variety of duties providing specified administrative services. DIMENSIONS The scope of the job lies within predefined policies and procedures across a range of services and activities of the Primary Care Team. The post has no budgetary or line-management responsibility. MAIN CHALLENGES AND OPPORTUNITIES OF THE ROLE Working individually and as part of a team. Working in a self-directed and self-managed way, taking ownership and responsibility for completion of duties. Organising, prioritising and managing own workload in a busy, fast paced and pressured environment. Recognising the boundaries for autonomous decision-making and where more senior assistance must be sought. Using own initiative to suggest solutions to problems. Carrying out duties safely in strict accordance with timescales, protocols and policies. Being flexible and open to new challenges and responsibilities. Making time to learn and do new things. Working in a very busy, pressurised and rapidly changing environment. Adapting the role in response to changes in the NHS Adhering to the values of the Practice. KEY RESULT AREAS Administering the Practice system for responding to requests from patients or third parties for medical reports. Duties include: taking ownership and responsibility for the use of iGPR (Intelligent General Practice Reporting) software to process and issue reports; scanning information onto records; checking records for third party information, redacting where appropriate; liaising with the Finance & Claims Officer for the issuing of invoices and ensuring records are dispatched when payment is received. Administering the Practice system for responding to third party requests for copies of records. Duties include: ensuring receipt of request is logged, consent confirmed; checking copied records for third party information, redacting where appropriate; ensuring records are dispatched within statutory mandatory timescales and maintaining the internal database. Inputting to and extracting from the Practices computerised individual patient records, ensuring accuracy of input and selections and timeliness. Duties include: summarising and coding new patient summaries from paper notes; coding from records to meet Quality Outcome Framework (QOF) and Enhanced Services requirements; adding and amending alerts on patient records; adding and deleting safeguarding codes and paperwork; maintaining accurate Summary Care Records (SCR). Support as required maintaining the practices computerised Patient Register accurately in a timely manner, according to practice procedures. Duties include: accurately processing and inputting new patient registrations; deductions and amendments; processing GP2GP computerised links, amending patients usual GP. Support as required maintaining and running patient recall systems following practice procedures. Duties include: sending patient invitation letters within specified schedules, coding invitations sent on the clinical system, checking invitations lists for accuracy, moving recall dates on patient records as required. Patient recall systems include: Cervical Cytology and Chronic Disease Management. Any other duties identified as appropriate to the role Duties may include any administrative duties identified as appropriate to support efficiencies and streamlining of processes across the organisation, for example providing patient summaries for various requests. CORPORATE CONFIDENTIALITY As an employee you have a responsibility to maintain the confidentiality of any confidential information, which comes into your possession regarding patients, employees or any business relating to the Practice. In accordance with the Public Interest Disclosure Act 1998 protected disclosures are exempt from this express duty of confidentiality. HEALTH AND SAFETY As an employee you have a responsibility to abide by all the safety practices and codes provided by the Practice and have an equal responsibility with management for maintaining safe working practices for the health and safety of yourself and others. QUALITY ASSURANCE As an employee of Seaton Park Medical Group you are a member of an organisation that endeavours to provide the highest quality of service to our patients. You are an ambassador of the organisation and, as such, are required to ensure that high standards are maintained at all times. EQUAL OPPORTUNITIES As an employee you have a responsibility to ensure that all people that you have contact with during the course of your employment, including patients, relatives and staff are treated equally in line with the Practices Equal Opportunities Policy. RISK MANAGEMENT You have a responsibility for the identification of all risks, which have a potential adverse affect on the Practices ability to maintain quality of care and the safety of patients, staff and visitors, and for the taking of positive action to eliminate or reduce these. SAFEGUARDING The Practice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. INFECTION CONTROL As an employee you have a responsibility to abide by all Infection Control Guidelines provided by the Practice. SUSTAINABILITY It is the responsibility of all staff to minimise the Practices environmental impact by switching off lights, computers monitors and equipment when not in use, minimising water usage, minimising the need for printing and amount of paper and toner cartridges used. Functional Literacy and Numeracy level 2/GCSE Grade A-C, including Maths and English Language. NVQ level 3 EXPERIENCE & KNOWLEDGE Trained in the use of Microsoft Office entry level basics plus Word and Excel. Demonstrable and proven organisational capability in a complex environment Awareness of Data Protection Act Working in a GP Practice. GP Clinical systems. Working in a confidential environment. Coding clinical data. Understanding of medical terminology. SKILLS Good organisation and administrative skills Good time management, planning and prioritisation abilities Good communication skills, verbal and written Good interpersonal skills. Meticulous, methodical and accurate. Ability to work within specified parameters and guidelines. Trained in the use of SystmOne clinical computer system. APPTITUDE & ATTITUDE Respect for patients and their right to confidentiality. Able to work in a changing environment. Personal integrity and loyalty. High degree of personal motivation. Confidential and trustworthy. Team player. Able to work under pressure. Able to prioritise. Able to use own initiative Able to learn quickly. Able to recognise when competent to make a decision and when not. Flexible and willing to help out in other departments when they are under pressure Physical Able to work long periods on a PC and occasional lifting of files. Able to concentrate for prolonged, frequent periods.

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