Administrator

Job summary

To provide a flexible and efficient mix of administrative and secretarial support across Swan Medical Group, supporting patient care and smooth practice operations. The post holder will work closely with clinical and non-clinical staff, undertaking a combination of routine admin tasks, document management, correspondence handling, and secretarial duties such as processing referrals, medical reports, and correspondence from clinicians.

Responsibilities

Administrative duties

• Answer incoming telephone calls in a professional manner and respond to queries or direct appropriately
• Manage patient registrations, deductions, and demographic updates
• Scan, code, and file documents into the clinical system (EMIS Web) accurately and in a timely manner
• Process tasks in line with clinical workflow protocols (e.g., lab results, discharge summaries, hospital letters)
• Maintain accurate records of tasks undertaken via internal trackers or logs
• Respond to patient emails and internal communications via NHS Mail and Accurx
• Assist with administrative elements of safeguarding, recalls, long-term condition reviews, and clinical searches
• Cover reception duties when required
• Maintain confidentiality and adhere to information governance standards at all times
• Secretarial duties
• Process referrals via the NHS e-Referral System (ERS), ensuring referral quality and completeness
• Liaise with patients regarding referrals, appointments, and letters
• Track and process non-NHS medical reports (e.g., insurance, solicitor, DWP, capacity forms), following payment and workflow protocols
• Prepare and format medical reports or letters as requested by GPs
• Manage “choose and book” queries and ensure follow-ups are actioned
• Support GPs and other clinicians with documentation and admin linked to their clinics

Requirements

Personal attributes

• Flexible and adaptable to changing priorities
• Professional, polite, and respectful when dealing with patients and colleagues
• Team-oriented with a willingness to support others
• Self-motivated with a proactive approach to tasks
• Committed to continuous learning and quality improvement

Training & support

• Full training will be provided for internal systems and protocols
• A friendly, supportive team environment
• Regular one-to-ones and annual performance development reviews
• Opportunity to contribute to workflow and service improvement projects
• The chance to make a real difference to patients and the team

Desirable

• Previous experience in a primary care or NHS setting
• Working knowledge of EMIS Web and e-RS
• Familiarity with NHS administrative workflows
• Excellent communication and organisational skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong attention to detail and ability to work under pressure
• Ability to manage sensitive information with discretion

About us

Swan Medical Group is proud to have achieved an ‘Outstanding’ rating in our recent CQC inspection. If you aspire to develop your career and work at an outstanding level, we would love to hear from you.

The Swan Medical Group consists of five GP surgeries in Petersfield, Liphook & Liss in Hampshire. We aspire to be a local leader in delivering exceptional integrated healthcare.

Benefits package

• NHS pension
• 5 weeks paid holiday pro rata for part-time staff
• Full training will be provided for internal systems and protocols
• A friendly, supportive team environment
• Regular one-to-ones and annual performance development reviews
• Opportunity to contribute to workflow and service improvement projects
• The chance to make a real difference to patients and the team