Primary Care Administration Assistant (Coding)

Job summary

We are looking for an Administration Assistant to join our Primary Care team.

This role is responsible for accurately read-coding and managing clinical information within patient electronic records on SystmOne, ensuring all correspondence, documentation, and healthcare data are processed promptly and in line with practice coding policies. The postholder supports the smooth running of the practice by handling incoming emails, faxes, mail, scanning, data entry, record management, and general administrative duties while ensuring urgent clinical information is identified and actioned appropriately.

The role requires excellent attention to detail, strong IT and organisational skills, and the ability to work both independently and as part of a multidisciplinary team. Responsibilities also include supporting practice reporting, responding to phone enquiries, assisting staff with administrative tasks, and providing operational cover when needed.

This position is ideal for someone with administrative experience, strong communication skills, and a commitment to confidentiality, accuracy, and high-quality patient care, while upholding NHS values of compassion, accountability, respect, and excellence.

Main duties, tasks & skills required

Accurately read-code clinical information into patient records using SystmOne in line with practice policies

Review patient correspondence, identify relevant clinical details, and complete associated actions

Scan, upload, and attach patient documentation to electronic healthcare records

Process incoming emails, faxes, and post efficiently, ensuring urgent information is escalated appropriately

Input, extract, and maintain accurate patient and practice data to support reporting and operational needs

Manage filing, record storage, photocopying, and document handling processes

Answer telephone calls professionally, respond to enquiries, and transfer calls when required

Carry out system searches and administrative support tasks for clinical and operational teams

Support clinicians and the wider multidisciplinary team with general administrative duties

Assist with appointment booking, reception support, and cover for surgery operations during periods of need

Contribute to audits, coding policy reviews, and continuous service improvement

Maintain confidentiality, information governance, and data protection standards at all times

Prioritise workload effectively to ensure safe and timely processing of clinically important information

Maintain a professional, organised, and efficient working environment

Uphold NHS Trust values of Compassion, Accountability, Respect, and Excellence

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence

Job description

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person specification

Qualifications

Essential

Educated to GCSE level or equivalent 

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

For help with your application, contact: 

Amy Hartnell 

amy.hartnell@nhs.net