Medical Administrator

NHS; Bognor Regis; On-site; Part time

Job summary

A leading surgery in Bognor Regis seeks a Medical Administrator to provide essential support to the practice team. The role involves managing patient records, processing correspondence, and ensuring effective communication with patients. Ideal candidates will possess strong data skills and a compassionate approach. This part-time position offers a friendly work environment within a dedicated team.

Qualifications

• Experience in administrative roles and working with the public.
• Ability to communicate compassionately with patients.

Responsibilities

• Processing post and correspondence received.
• Maintaining patient records and assisting the practice team.
• Responding to queries from patients and healthcare professionals.

Skills

Communication

Data Skills

Education

GCSE standard

Job description

Job summary

Hours are 30 per week Monday - Friday. Working within the Surgery Administration team providing general assistance to the Practice Team. We are looking for someone with excellent data and communication skills, a positive and friendly manner, able to work under pressure within a busy department.

Main duties of the job

The main job responsibilities will be processing post and correspondence received, Adding and extracting data onto Patient's Medical records, processing letters and reports as needed, processing patient's medical reviews and sending invites when required, answering admin queries from patients and general assistance within the team as required.

About us

Grove House surgery is located in the Rose Green area of Bognor Regis with around 11,600 patients currently on our list. We have a 'family' feel to our team. The whole surgery works hard to provide great care to our patients, and does so in great spirits.

Details Date posted

16 May 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A1962-25-0004

Job locations

80 Pryors Lane

Bognor Regis

West Sussex

PO21 4JB

Arthur Griffiths Clinic

The Parade

Bognor Regis

PO214TW

Job description Job responsibilities

Grove House Surgery

Job Description

Job Title: Medical Administrator

Responsible to: Partners

Admin Manager

Business Manager

Practice Manager

Place of Work: Grove House Surgery

Purpose of Job:

To assist in the effective administration of the work of Grove House Surgery

Main Duties:

Providing general assistance to the practice team.

Projecting a positive and friendly image to patients and other visitors, either in person, via the telephone or in electronic communication.

Providing general assistance to the practice team Processing post / correspondence received first thing every morning, dealing with urgent requests (e.g. house calls, e-consults, deaths etc.), in a timely manner as stated by practice procedures, including electronic and paper items.

Prompt and efficient retrieval of patient records for practice clinicians and patients, redacting notes where appropriate.

Processing online patient record access requests.

Dealing with incoming post and scanning documents electronically.

Record maintenance both manually and on the computer.

Extracting data and running reports using our clinical system.

Processing patient screening reviews, composing letters, and making appointments where appropriate.

Registering and deducting patients within NHS guidelines.

To respond to all queries and requests for assistance from patients and health care professionals, both in person or by phone diverting calls and taking messages as appropriate.

Processing Medical Reports and other requests for information to the Clinical Team as stated in the practice protocol.

Protecting the confidentiality of the patients and staff at all times.

Education:

Identify personal development and training needs in conjunction with the line manager.

Support others with their training and development needs.

To participate in continuing education and maintain a contemporary level of professional knowledge and skills.

Complete annual mandatory training.

Personal:

Maintain good relations with colleagues and patients.

Take reasonable care of his/her own safety and that of other persons who may be affected by his/her act or omission.

Co-operation with the Practice to ensure all members of the team adheres to statutory regulations/policies and codes of practice and departments safety rules.

Offer innovative ways of working and opportunities to facilitate learning.

Facilitates a learning environment within the team.

Maintains a caring environment through the support of colleagues.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge and skills.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
• Participate in statutory and mandatory training.

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Information governance processes:

The practice is registered under the Data Protection Act 1984.

The post holder will comply with the Data Protection Act and the Access to Health Records Act and the practice policies regarding information governance at all times.

You must not at any time use the personal data held by the practice for a purpose not described in the Register entry or disclose such data to a third party.

If you are in any doubt regarding what you should and should not do in connection with the Data Protection Act, then you must contact your line manager.

Contribution to the Implementation of Services:

The post-holder will:

• Apply Practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audits where appropriate.

Job description Job responsibilities

Grove House Surgery

Job Description

Job Title: Medical Administrator

Responsible to: Partners

Admin Manager

Business Manager

Practice Manager

Place of Work: Grove House Surgery

Purpose of Job:

To assist in the effective administration of the work of Grove House Surgery

Main Duties:

Providing general assistance to the practice team.

Projecting a positive and friendly image to patients and other visitors, either in person, via the telephone or in electronic communication.

Providing general assistance to the practice team Processing post / correspondence received first thing every morning, dealing with urgent requests (e.g. house calls, e-consults, deaths etc.), in a timely manner as stated by practice procedures, including electronic and paper items.

Prompt and efficient retrieval of patient records for practice clinicians and patients, redacting notes where appropriate.

Processing online patient record access requests.

Dealing with incoming post and scanning documents electronically.

Record maintenance both manually and on the computer.

Extracting data and running reports using our clinical system.

Processing patient screening reviews, composing letters, and making appointments where appropriate.

Registering and deducting patients within NHS guidelines.

To respond to all queries and requests for assistance from patients and health care professionals, both in person or by phone diverting calls and taking messages as appropriate.

Processing Medical Reports and other requests for information to the Clinical Team as stated in the practice protocol.

Protecting the confidentiality of the patients and staff at all times.

Education:

Identify personal development and training needs in conjunction with the line manager.

Support others with their training and development needs.

To participate in continuing education and maintain a contemporary level of professional knowledge and skills.

Complete annual mandatory training.

Personal:

Maintain good relations with colleagues and patients.

Take reasonable care of his/her own safety and that of other persons who may be affected by his/her act or omission.

Co-operation with the Practice to ensure all members of the team adheres to statutory regulations/policies and codes of practice and departments safety rules.

Offer innovative ways of working and opportunities to facilitate learning.

Facilitates a learning environment within the team.

Maintains a caring environment through the support of colleagues.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge and skills.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
• Participate in statutory and mandatory training.

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Information governance processes:

The practice is registered under the Data Protection Act 1984.

The post holder will comply with the Data Protection Act and the Access to Health Records Act and the practice policies regarding information governance at all times.

You must not at any time use the personal data held by the practice for a purpose not described in the Register entry or disclose such data to a third party.

If you are in any doubt regarding what you should and should not do in connection with the Data Protection Act, then you must contact your line manager.

Contribution to the Implementation of Services:

The post-holder will:

• Apply Practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audits where appropriate.

Person Specification Knowledge & Qualities Essential

• Ability to communicate with Patients and Team members in a compassionate, polite manner. To be flexible to the needs of the NHS and changes implemented.

Desirable

• Basic Medical Terminology skills desirable.

Experience Essential

• Experience of working with members of the public and within a Team. Experience of working within an administrative role. IT skills

Desirable

• Previous GP Surgery/ Medical experience.

Qualifications Essential

• Educated to GCSE standard or equivalent - Maths and English as Minimum. Experience of communicating, promoting team spirit, working with members of the public, good listening and empathy, keyboard, computer, data skills.

Desirable

• Previous employment within a GP/Medical background. Previous clinical IT skills.

Person Specification Knowledge & Qualities Essential

• Ability to communicate with Patients and Team members in a compassionate, polite manner. To be flexible to the needs of the NHS and changes implemented.

Desirable

• Basic Medical Terminology skills desirable.

Experience Essential

• Experience of working with members of the public and within a Team. Experience of working within an administrative role. IT skills

Desirable

• Previous GP Surgery/ Medical experience.

Qualifications Essential

• Educated to GCSE standard or equivalent - Maths and English as Minimum. Experience of communicating, promoting team spirit, working with members of the public, good listening and empathy, keyboard, computer, data skills.

Desirable

• Previous employment within a GP/Medical background. Previous clinical IT skills.

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

Grove House Surgery

Address

80 Pryors Lane

Bognor Regis

West Sussex

PO21 4JB

Employer's website

https://grovehouse-surgery.co.uk/ (Opens in a new tab)

Employer details Employer name

Grove House Surgery

Address

80 Pryors Lane

Bognor Regis

West Sussex

PO21 4JB

Employer's website

https://grovehouse-surgery.co.uk/ (Opens in a new tab)