Job summary We are recruiting for a part time Medical Administrator to join our Admin team on a fixed term basis. We can consider applicants seeking 26-30 hours per week (working pattern to be agreed). 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. Please note we reserve the right to close applications for this vacancy early if there is a high volume of applications. Main duties of the job To carry out administrative tasks relating to patient records, including the opening and distribution of mail, filing, scanning and clinical coding ensuring accurate records, both manual and electronic are maintained and kept up to date. Respond promptly and action tasks from colleagues, including GPs and other clinical and administrative staff. Routinely handle and respond to all incoming emails. Use bespoke clinical systems and Microsoft Office 365 programmes e.g. Excel to process administrative tasks, recording, reporting and presenting data as required. About us Vine Medical Group is a GP partnership, caring for 26,500 patients across the whole of the Waterlooville area and its surrounding villages. The partnership operates 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. Date posted 14 March 2025 Pay scheme Other Salary £11.55 to £11.74 an hour Contract Fixed term Duration 10 months Working pattern Part-time Reference number A3798-25-0007 Job locations Forest End Site Forest End Road Waterlooville Hampshire PO7 7AH Job description Job responsibilities To ensure that all incoming and internal patient correspondence is stored within the patients medical record and relevant information recorded. 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; inclusive of new patient registrations and removal. As directed, code clinical information to the practice clinical system (training will be provided). Action, where appropriate any change in patients personal details, ensuring electronic data is kept up to date. To respond to incoming emails and maintain good housekeeping. To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinical system accurately and securely, in line with confidentiality procedures. 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. Job description Job responsibilities To ensure that all incoming and internal patient correspondence is stored within the patients medical record and relevant information recorded. 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; inclusive of new patient registrations and removal. As directed, code clinical information to the practice clinical system (training will be provided). Action, where appropriate any change in patients personal details, ensuring electronic data is kept up to date. To respond to incoming emails and maintain good housekeeping. To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinical system accurately and securely, in line with confidentiality procedures. 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. Person Specification Knowledge & Skills Essential 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 Desirable Knowledge of medical terminology Working knowledge of EMIS Qualifications Essential GCSE in English and Maths Desirable NVQ Level 2 in Business Administration or similar Experience Essential Previous experience within an administrative role Desirable Experience of working in a GP Practice Experience of read coding or summarising Person Specification Knowledge & Skills Essential 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 Desirable Knowledge of medical terminology Working knowledge of EMIS Qualifications Essential GCSE in English and Maths Desirable NVQ Level 2 in Business Administration or similar Experience Essential Previous experience within an administrative role Desirable Experience of working in a GP Practice Experience of read coding or summarising 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. Employer details Employer name Vine Medical Group Address Forest End Site Forest End Road Waterlooville Hampshire PO7 7AH Employer's website https://vinemedicalgroup.co.uk/ (Opens in a new tab)