Medical Administrator

Job title:

Medical Administrator

Company

NHS

Job description

Vine Medical Group is recruiting for a full time Medical Administrator to join our Administration Team.Our patients are at the heart of what we do. Working behind the scenes you will be responsible for a variety of administrative tasks that ensure our patient’s clinical information is handled safely and securely.As a member of the team, you will work both independently and collaboratively to support the smooth running of daily work tasks, prioritising and working flexibly with colleagues to meet deadlines and provide a high level of patient service through the processing of clinical information.This is a full time role working 37.5 hours per week, Monday to Friday with a working pattern of either 9:00am to 5:00pm or 09:30am to 5:30pm.Please note that we reserve the right to close applications for this vacancy early if there is a high volume of applications.We encourage and welcome applications from veterans and service leavers.Main duties of the jobTo provide an effective and high-quality administrative service ensuring patients clinical information is handled safely and securely. To monitor, review and action incoming correspondence, documentation, data and tasks in timely manner and in accordance with Practice protocols.About usVine Medical Group is one of the largest practices in the locality. We care for around 26,500 patients across the whole of the Waterlooville area and its surrounding villages. This larger size means more diverse learning and development opportunities are possible to aid with longer term career development goals. We are a family-friendly practice and try to accommodate working patterns to suit as far as we can.We operate across four locations; the Forest End, Waterlooville Health Centre, Aintree and Stakes Lodge sites. We employ a multi-skilled team including GPs, Practice Nurses, Advanced Nurse Practitioners, Healthcare Assistants, Paramedics, Pharmacists and skilled administrative teams who support the smooth running of the Practice.We are rated Good by the CQC.DetailsDate posted25 July 2025Pay schemeOtherSalary£12.21 an hour Subject to upcoming internal pay review increaseContractPermanentWorking patternFull-timeReference numberA3798-25-0023Job locationsForest End SiteForest End RoadWaterloovilleHampshirePO7 7AHJob descriptionJob responsibilities

• To carry out administrative tasks relating to patient records, including the location of patient documentation, post opening and distribution, scanning, electronic filing, photocopying and records management
• To ensure that all incoming and internal patient correspondence is stored on/in the patients medical record, forwarded to clinicians as appropriate and relevant information is coded
• To identify and refer any clinical actions to the appropriate clinician
• To manage and maintain all clinical worklists and related systems for example, CMCS
• To action clinical tasks through EMIS and respond to tasks from other colleagues
• To monitor, housekeep and action own emails and allocated administration team
• To receive incoming, and initiate outgoing, telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
• To liaise with hospitals and other agencies on behalf of patients and GPs in relation to appointments, admissions and clinical correspondence
• To assist with the gathering of administrative data and information; recording, reporting and presenting as required
• To assist with the preparation and review of work-related protocols and ensure adherence
• To support with other administrative related tasks as required, including replenishing office stationery, internal mail collection and distribution and franking / sending of external post
• To support colleagues with training and keep informed of local and government updates

• To alert Team Lead or Senior Management of any issues that may impact patient safety or service quality
• To be familiar with patient safety policy and reporting (QUASAR) and awareness of the process and key stakeholders for safeguarding referrals
• To maintain accurate patient / clinical records in conjunction with Practice policies and current legislation
• To adhere to the strict confidentiality rules, as agreed by the practice
• To work safely at all times in accordance with legislative requirements and Practice Policy and Procedures

Other responsibilities as delegated may include:

• To action patient registration, removal or update of personal details ensuring electronic data and paper records are correctly transferred, received or updated as appropriate
• To provide an efficient service for the timely management of non-NHS work requests; communicating with a number of different agencies as well as our patients, including solicitors, insurance companies and other service providers including the DWP and DVLA
• To action payment requests for non-NHS work in a timely manner, ensuring payment has been received prior to issue of completed work
• To accurately Read Code all relevant clinical information to patient records / clinical systems and to maintain up to date knowledge of Read Codes and medical terminology

Job descriptionJob responsibilities

• To carry out administrative tasks relating to patient records, including the location of patient documentation, post opening and distribution, scanning, electronic filing, photocopying and records management
• To ensure that all incoming and internal patient correspondence is stored on/in the patients medical record, forwarded to clinicians as appropriate and relevant information is coded
• To identify and refer any clinical actions to the appropriate clinician
• To manage and maintain all clinical worklists and related systems for example, CMCS
• To action clinical tasks through EMIS and respond to tasks from other colleagues
• To monitor, housekeep and action own emails and allocated administration team
• To receive incoming, and initiate outgoing, telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
• To liaise with hospitals and other agencies on behalf of patients and GPs in relation to appointments, admissions and clinical correspondence
• To assist with the gathering of administrative data and information; recording, reporting and presenting as required
• To assist with the preparation and review of work-related protocols and ensure adherence
• To support with other administrative related tasks as required, including replenishing office stationery, internal mail collection and distribution and franking / sending of external post
• To support colleagues with training and keep informed of local and government updates

• To alert Team Lead or Senior Management of any issues that may impact patient safety or service quality
• To be familiar with patient safety policy and reporting (QUASAR) and awareness of the process and key stakeholders for safeguarding referrals
• To maintain accurate patient / clinical records in conjunction with Practice policies and current legislation
• To adhere to the strict confidentiality rules, as agreed by the practice
• To work safely at all times in accordance with legislative requirements and Practice Policy and Procedures

Other responsibilities as delegated may include:

• To action patient registration, removal or update of personal details ensuring electronic data and paper records are correctly transferred, received or updated as appropriate
• To provide an efficient service for the timely management of non-NHS work requests; communicating with a number of different agencies as well as our patients, including solicitors, insurance companies and other service providers including the DWP and DVLA
• To action payment requests for non-NHS work in a timely manner, ensuring payment has been received prior to issue of completed work
• To accurately Read Code all relevant clinical information to patient records / clinical systems and to maintain up to date knowledge of Read Codes and medical terminology

Person SpecificationQualificationsEssential

• GCSE in English and Maths at Grade C/4 or equivalent

Desirable

• NVQ Level 2 in Business Administration or similar

Knowledge & SkillsEssential

• Strong administrative skills
• Excellent communication skills (written and oral)
• Good IT skills with a working knowledge of Microsoft 365
• Excellent organisational and time management skills, able to manage and prioritise workload
• High level of attention to detail and accuracy
• Understanding of confidentiality
• Ability to work as an effective part of team

Desirable

• Working knowledge of EMIS / medical systems
• Knowledge of medical terminology

ExperienceEssential

• Previous experience within an administrative role

Desirable

• Experience of working in a GP Practice
• Experience of read coding or summarising

Person SpecificationQualificationsEssential

• GCSE in English and Maths at Grade C/4 or equivalent

Desirable

• NVQ Level 2 in Business Administration or similar

Knowledge & SkillsEssential

• Strong administrative skills
• Excellent communication skills (written and oral)
• Good IT skills with a working knowledge of Microsoft 365
• Excellent organisational and time management skills, able to manage and prioritise workload
• High level of attention to detail and accuracy
• Understanding of confidentiality
• Ability to work as an effective part of team

Desirable

• Working knowledge of EMIS / medical systems
• Knowledge of medical terminology

ExperienceEssential

• Previous experience within an administrative role

Desirable

• Experience of working in a GP Practice
• Experience of read coding or summarising

Expected salary

£12.21 per hour

Location

Waterlooville, Hampshire

Job date

Sun, 27 Jul 2025 04:33:54 GMT

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