Job summary This is an exciting opportunity to join our dynamic and friendly team within a busy GP practice. Our organisation really does make a difference for people within our community. With no two days ever being the same. This is a key role to join our admin team as an administrator. This role is worked over four days for 30 hours per week. Hours are: Mon 8-4pm Weds 9-3pm Thurs 8.30-4.30pm Fri 8-4pm We offer 5.6 weeks holiday (pro rata) plus bank holidays Gift voucher for birthdays Paid breaks uniform Main duties of the job The main duties of the role is to complete all administrative tasks for the whole of the practice including: Actioning and processing emails Uploading documents into the system, filing into patient records, coding and linking to diagnosis Scanning post, emails reports Process all subject access requests (SARs) and reports Book baby immunisation and check appointments, send out letters for babies and mum Complete baby registrations and documents Process NHS Mail 111, OOH, walk in, ED Action tasks About us Craneswater Group Practice is a busy doctors practice within the heart of Southsea, just a stones throw from the seafront. We have over 11,00 patients and a team of 40. This is made up of six GP Partners two salaried GPS, Three Nurse Practitioners and three HCAs. We are responsible for providing friendly, caring and timely medical services to our patients We are a training practice and continually develop all our team. If you are looking for part time work in an exciting administrative role, where no two days are the same this could be the perfect position for you Date posted 26 February 2025 Pay scheme Other Salary £11.44 an hour Contract Permanent Working pattern Part-time Reference number A3637-25-0001 Job locations 34-36 Waverley Road Southsea Hampshire PO5 2PW Craneswater Group Practice Salisbury Road Southsea Hampshire PO49QX Job description Job responsibilities SARs and Reports- add SAR requests onto IGPR, redact information from records, send to GP to review, once reviewed, send to patient or 3rd party organisation who requested the records. Reports- print report if sent via email, code report received in records, add to spreadsheet, add paper slip assigning to GP, put in GP tray, when completed will be in admin tray, create invoice if chargeable, scan completed report onto records, send report via email or post Emails- add emails into admin team folder, forward to people who deal with specific emails, add emails into registrations Documents- process documents by bringing them over from emails and tasks, filling in info to put on patient records such as pt details, sender recipient and any coding or linking to diagnosis, forwarding to GP or team groups if necessary Book baby immunisation and 6-8 week check appts- baby needs 30 min appt, mum needs 15 min appt both on same day with same GP, book mum appt before baby, try to get immunisation and check booked on same day, have to be booked by 8 week mark, immunisation no earlier than 8 weeks Baby registrations and documents- processing birth summary for mum and baby, register baby first by NHS No., complete all details to save to patient records, then go to patients home screen and onto auto-consultation, general and record birth summary into tabbed journal, please see protocol for info to record NHS mail- 111, OOH, walk in, ED- these documents will come through via emails, we scan them, into system via NHSMAIL tab on docs, these docs are from ST Marys, QA, OOH and NHS 111 Tasks- these get actioned which automatically bring them over into our batches as electronic docs, Solent admin, PPCA admin, emergency medication supplied, CDA incoming, hospital correspondence Post- gets opened daily, scan and process onto patient records or TWIMC Scanning- includes post, emails, reports Send out letters for babies and mum- once appt is booked for baby and mum- send out congratulations letter to mum, also complete letter stating appts for both baby and mum Job description Job responsibilities SARs and Reports- add SAR requests onto IGPR, redact information from records, send to GP to review, once reviewed, send to patient or 3rd party organisation who requested the records. Reports- print report if sent via email, code report received in records, add to spreadsheet, add paper slip assigning to GP, put in GP tray, when completed will be in admin tray, create invoice if chargeable, scan completed report onto records, send report via email or post Emails- add emails into admin team folder, forward to people who deal with specific emails, add emails into registrations Documents- process documents by bringing them over from emails and tasks, filling in info to put on patient records such as pt details, sender recipient and any coding or linking to diagnosis, forwarding to GP or team groups if necessary Book baby immunisation and 6-8 week check appts- baby needs 30 min appt, mum needs 15 min appt both on same day with same GP, book mum appt before baby, try to get immunisation and check booked on same day, have to be booked by 8 week mark, immunisation no earlier than 8 weeks Baby registrations and documents- processing birth summary for mum and baby, register baby first by NHS No., complete all details to save to patient records, then go to patients home screen and onto auto-consultation, general and record birth summary into tabbed journal, please see protocol for info to record NHS mail- 111, OOH, walk in, ED- these documents will come through via emails, we scan them, into system via NHSMAIL tab on docs, these docs are from ST Marys, QA, OOH and NHS 111 Tasks- these get actioned which automatically bring them over into our batches as electronic docs, Solent admin, PPCA admin, emergency medication supplied, CDA incoming, hospital correspondence Post- gets opened daily, scan and process onto patient records or TWIMC Scanning- includes post, emails, reports Send out letters for babies and mum- once appt is booked for baby and mum- send out congratulations letter to mum, also complete letter stating appts for both baby and mum Person Specification Qualifications Essential GCSE Grade A to C in English and Maths or level 4 and above Excellent IT skills Desirable Previous GP surgery experience Knowledge of system one Experience of working with the general public Person Specification Qualifications Essential GCSE Grade A to C in English and Maths or level 4 and above Excellent IT skills Desirable Previous GP surgery experience Knowledge of system one Experience of working with the general public Employer details Employer name Craneswater Group Practice Address 34-36 Waverley Road Southsea Hampshire PO5 2PW Employer's website https://www.craneswatergp.nhs.uk/ (Opens in a new tab)