Job summary We are looking to recruit an Administrator to join our friendly and supportive administration team in a busy doctor's surgery in Gloucester. Previous Administration experience is essential. Experience in healthcare and/or a GP surgery would be desirable but not essential as training will be given. Standard working hours are 8am 4pm. We are ideally looking for someone to work four or five days per week (30-37.5hrs) but would consider other hours for the right candidate. Main duties of the job Our administration team consists of 21 full and part-time staff who work together to support the practice performing duties including scanning & filing, clinical coding, summarising of patient records, referral management as well as a varied range of general administrative tasks (such as responding to emails, dealing with patient queries etc). The successful candidate may be asked to perform any of the teams tasks. About us Having merged from four practices in 2018, Aspen Medical Practice is now a single large practice with over 31,000 patients. Operating from a modern main super surgery in central Gloucester we work together as one multi- disciplinary team, to provide the best possible service we can for our patients and their families. Date posted 26 February 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time, Part-time Reference number A1329-26-2-25 Job locations Horton Road Gloucester GL1 3PX Job description Job responsibilities Key Tasks and Responsibilities The post holders tasks and duties may vary on a day to day basis depending on the needs of the team and the practice. Under direction from their line manager these may include: Scanning, Filing and Work flowing Sort and date stamp all incoming patient-related mail Scan patient-related documents onto their medical record, using read codes if appropriate, and store the documents in line with practice protocols. Review letters received directly into the document management system Add any additional information about the source of the document. If appropriate workflow the document to the relevant person / user group as the practice protocol dictates. Identify any documents where urgent action is requested and flag this to the relevant person / department. Patient notes administration Accepting new patient records received on the practices clinical system. For any empty patient records received code them as summarised on the practices clinical system. Filing of patients notes after they have been summarised. Deductions administration, including sending patient notes back to the FHSA and making the relevant entries on the practices clinical system Private medical report administration Maintaining an efficient system in order to ensure the accurate and timely processing of requests for insurance, DVLA and all other private medical reports. Tracking and processing reports following practices processes Retrieving medical records and assisting with the completion of medical/insurance records. To ensure all records have the appropriate consent. Liaising with patients and third parties either electronically or via telephone with regards private medical reports Processing of reports via the iGPR system Blood result management Reallocate blood results for clinicians not at work to other clinicians as per the practice protocols Track blood result allocation as per current practice protocol Check the unmatched section of blood results and process appropriately This is not an exhaustive list and you may be expected to undertake additional duties, which you might reasonably be expected to undertake, and which are within your level of skill / competence, when required. General Tasks Carry out general medical administration tasks following instruction from the Senior Manager, Assistant Manager or team leads Liaison with external agencies as required. Provide general assistance to clinical staff and promptly act on any instructions from the doctors. Participation in relevant training and development proceedings and attend Protected Learning Time events. Note these may be outside your normal working hours. Maintain complete confidentiality in relation to all patients, staff and the Practices business. Other appropriate duties as directed by the Partners, Senior Management team or their representatives. Monitor personal development to ensure a first-class service is delivered to the Practice and its patients. Adhere to all Laws, regulations and other regulatory guidance as well as the Practices Policies and Procedures (including Financial, Personnel and Health and Safety) in place. This job description is not exhaustive and may be amended periodically after review and consultation. Job description Job responsibilities Key Tasks and Responsibilities The post holders tasks and duties may vary on a day to day basis depending on the needs of the team and the practice. Under direction from their line manager these may include: Scanning, Filing and Work flowing Sort and date stamp all incoming patient-related mail Scan patient-related documents onto their medical record, using read codes if appropriate, and store the documents in line with practice protocols. Review letters received directly into the document management system Add any additional information about the source of the document. If appropriate workflow the document to the relevant person / user group as the practice protocol dictates. Identify any documents where urgent action is requested and flag this to the relevant person / department. Patient notes administration Accepting new patient records received on the practices clinical system. For any empty patient records received code them as summarised on the practices clinical system. Filing of patients notes after they have been summarised. Deductions administration, including sending patient notes back to the FHSA and making the relevant entries on the practices clinical system Private medical report administration Maintaining an efficient system in order to ensure the accurate and timely processing of requests for insurance, DVLA and all other private medical reports. Tracking and processing reports following practices processes Retrieving medical records and assisting with the completion of medical/insurance records. To ensure all records have the appropriate consent. Liaising with patients and third parties either electronically or via telephone with regards private medical reports Processing of reports via the iGPR system Blood result management Reallocate blood results for clinicians not at work to other clinicians as per the practice protocols Track blood result allocation as per current practice protocol Check the unmatched section of blood results and process appropriately This is not an exhaustive list and you may be expected to undertake additional duties, which you might reasonably be expected to undertake, and which are within your level of skill / competence, when required. General Tasks Carry out general medical administration tasks following instruction from the Senior Manager, Assistant Manager or team leads Liaison with external agencies as required. Provide general assistance to clinical staff and promptly act on any instructions from the doctors. Participation in relevant training and development proceedings and attend Protected Learning Time events. Note these may be outside your normal working hours. Maintain complete confidentiality in relation to all patients, staff and the Practices business. Other appropriate duties as directed by the Partners, Senior Management team or their representatives. Monitor personal development to ensure a first-class service is delivered to the Practice and its patients. Adhere to all Laws, regulations and other regulatory guidance as well as the Practices Policies and Procedures (including Financial, Personnel and Health and Safety) in place. This job description is not exhaustive and may be amended periodically after review and consultation. Person Specification Experience Essential Previous Administration experience is essential. Strong communication skills. Ability to work under pressure and Multitask. Excellent attention to detail. Desirable Experience in health care and/or in a GP surgery would be desirable but not essential as training will be given. Person Specification Experience Essential Previous Administration experience is essential. Strong communication skills. Ability to work under pressure and Multitask. Excellent attention to detail. Desirable Experience in health care and/or in a GP surgery would be desirable but not essential as training will be given. 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 Aspen Medical Practice Address Horton Road Gloucester GL1 3PX Employer's website https://www.aspenmedicalpractice.nhs.uk/ (Opens in a new tab)