Village Health Group (VHG) is a largemulti-site GP Practice in Rushcliffe, South Nottinghamshire. The 4 sites are locatedat East Leake, Keyworth, Ruddington & Sutton Bonington.
There is an exciting opportunity to join the VHG group asit goes through a period of change and restructure and is a chance to enjoy avibrant and forward-thinking primary care team, working closely with allcolleagues in the VHG team.
We are looking to recruit part-time administrators to supportthe day-to-day business, providing quality patient care and development of collaborativeprocesses.
The role will involve a variety of administration tasksacross all areas of the practice to include, scanning, maintaining patientrecords and system information, creation and running of reports, as well as bespokeproject work.
Main duties of the job
We are looking for individual who is very organised andself-sufficient with excellent attention to detail. Administration experiencein a fast-paced environment is essential, with the ability to think on yourfeet and demonstrate a pro-active approach to problem solving.
The successful candidate will need to have a flexibleapproach and be able to work at any of the 4 sites, so access to transport isessential for this role.
About us
In return we can offer entry into the NHS pension schemeand a chance to develop your skills.
If you are interested in this opportunity and would like aninformal discussion about the available role, please feel free to contact:
Rowena HR Admin nnicb-nn.vhg.hr@nhs.net
Rate of pay: £13.20
Application Closing Date: 21st June
Interviews: 1stand 2nd July
Job responsibilities
JOB DESCRIPTION
Administrator MultiSite Primary Care Team
Location -Four-site GP practice in and around Keyworth Reports to: Administration Team Leader Contract -Permanent Hours -To be agreed Salary: L3
1. Job Summary
The Administrator will provide highquality, efficient administrative support across a busy, multisite GP practice. The postholder will work as part of the wider administrative team to ensure smooth patient pathways, accurate recordkeeping and timely processing of clinical and nonclinical tasks. The role requires strong attention to detail, accuracy, and the ability to manage a high-volume workload while maintaining excellent patient service.
This post involves working across four practice sites, with flexibility required to support operational needs.
2. Key Responsibilities
Clinical Administration
* Scan, index and appropriately file incoming clinical correspondence from all external sources into patient records.
* Code incoming documents using correct Read/SNOMED codes where diagnoses or significant information is identified.
* Raise tasks for clinicians where further action is required.
* Process medication and longterm condition recalls, ensuring timely and accurate scheduling.
* Manage immunisation administration processes, including contacting patients (e.g., children) to arrange appointments.
* Monitor vaccine stock levels and liaise with the dispensary to request replenishment.
* Process new patient registrations and deductions following practice protocol.
* Ensure Lloyd George notes are correctly coded and scanned to the patient record.
* Manage GP2GP transfers, ensuring smooth migration of electronic patient records.
* Handle requests for online access, verifying identity and setting appropriate access levels.
* Manage Subject Access Requests (SARs) in line with statutory requirements and practice policy.
* Ensure compliance with GDPR, confidentiality standards and clinical governance frameworks.
* Prepare referrals according to Primary Care Pathways and GP instruction.
* Type coroners reports and other dictated material from GPs.
* Process claims for minor operations, coil fittings, implants and other enhanced services.
* Support the administration of shared care arrangements, including ADHD sharedcare protocols.
* Carry out administrative duties linked to clinical trials under the direction of the Lead Partner.
NonNHS & Business Administration
* Manage private work requests including creation of invoices, payment processing, and ensuring GPs receive relevant documentation for action.
* Ensure accurate administrative support for any insurance reports, medical reports, or private letters.
Team & Workflow
* Work flexibly across all four practice sites when required.
* Collaborate with clinical and administrative colleagues to ensure smooth patient journeys.
* Follow agreed protocols and elevate concerns where appropriate.
3. Training & Development
* Weeks 14: Supported training focused on scanning, filing, and core administrative tasks.
* Months 36: Gradual development of full administrative competencies across all responsibility areas.
* Ongoing training in clinical systems (SystemOne), governance requirements and practice procedures.
* Opportunities for additional training in clinical pathways, business administration and enhanced services.
Person Specification
Communication Skills
* Excellent verbal and written communication skills
* Experience liaising with clinicians and external agencies
Experience
* Experience in administration or customer-facing roles
* Previous experience in Primary Care or NHS setting
Organising & Accuracy
* Strong attention to detail; ability to manage multiple tasks
* Experience working with clinical correspondence
Personal Attributes
* Reliable, approachable, able to work independently and as part of a team
* Ability to travel across multiple practice sites
IT Skills
* Experience using SystemOne
Clinical/Admin Knowledge
* Understanding of confidentiality, accuracy, and data handling
* Knowledge of clinical coding (Read/SNOMED), recalls, referrals
Qualifications
* Good level of Maths and English (GCSE or equivalent)
* NVQ Level 2/3 in Business Administration or equivalent
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.
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