GP Surgery Administrator in Hampshire

Wanted - GP Surgery Administrator, Full Time. Do you like a bit of variety, can you handle a simple spreadsheet, can you juggle a couple of IT programmes at the same time, are you methodical, are you a completer finisher, quick learner? If so, read on. We are after a person who can think for themselves, work on their own but work well within a team too. It is busy and changeable depending on the need of the day but with fixed roles to do too. We need a sunny disposition as at times the job can be full on. We are nearly 30,000 patients with almost 100 staff over two sites, but keep the friendly family vibe. We enjoy working hard but also having some fun where the time is right.

Main duties of the job

The GP Administrator will provide essential administrative support to clinicians and the wider practice team. The role involves managing practice email inboxes, processing both clinical and nonclinical correspondence, and maintaining accurate patient records. You will also support the configuration and upkeep of GP templates that structure clinicians workday schedules, helping to ensure workflows run efficiently. This position requires strong organisational skills, confidence prioritising a varied workload, and the ability to work accurately in a fast-paced general practice environment.

About us

We are a friendly, well established GP practice with a team of around 100 staff, including a dedicated administrative department of approximately 10 people. We pride ourselves on having a supportive, positive working atmosphere where teamwork, mutual respect and reliability are highly valued. Staff wellbeing and involvement are important to us. Our break room is a welcoming space with tea, coffee, biscuits and even jigsaws to enjoy during downtime. We hold regular social events, including a Christmas staff do, and we make a real effort to keep staff informed, involved and listened to as the practice continues to develop. We work hard to deliver high quality patient care, but we also believe that an engaged, appreciated team is key to a happy and successful workplace.

Job responsibilities

• Administrative Duties
• Maintain accurate and up-to-date patient records, ensuring compliance with GDPR and confidentiality policies.
• Process referrals, medical reports, and other correspondence in a timely and efficient manner using iGPR or other software.
• Support the management of incoming and outgoing mail, including electronic and written correspondence.
• Handle the coding of clinical information and summarising (including digitalisation of) patient notes.
• Assist with the preparation and delivery of practice audits, reports, and performance data.
• Reception Support
• Provide backup support for reception staff during busy periods, including answering phone calls and booking appointments where necessary through the Rapid Health system.
• Handle patient queries, signposting them to the appropriate service or clinician when required.
• Coordination and Scheduling
• Organise and schedule meetings, including minute-taking and distributing agendas as required.
• Support the management of clinics by coordinating patient recalls and appointment reminders.
• Assist with rotas for clinical and non-clinical staff, ensuring adequate cover.
• IT and Systems Support
• Use clinical systems (e.g., EMIS) to manage patient records and practice workflows.
• Troubleshoot minor IT issues and liaise with external IT support when necessary.
• Customer Service
• Handle patient feedback, complaints, and concerns in a sensitive and empathetic manner.
• Promote a positive image of the practice and ensure high levels of patient satisfaction.
• Additional Duties
• Assist with the implementation of new policies, procedures, and initiatives as directed by the practice management team.
• Participate in training and development activities to improve skills and knowledge relevant to the role.
• Support ad-hoc projects and administrative tasks as required by the practice.

Experience

• Previous experience in an administrative role, ideally within a GP practice or NHS or healthcare setting.
• Experience handling emails and managing clinical and nonclinical correspondence.
• Experience maintaining accurate records and working with confidential information.
• Experience prioritising and managing a varied workload in a busy environment.
• Experience using clinical systems.
• Experience supporting GP workflows, including templates, recalls, referrals or clinician schedules.
• Experience liaising with internal teams and external organisations.

Knowledge and Skills

• Excellent organisational skills with strong attention to detail.
• Ability to work under pressure while maintaining accuracy.
• Understanding of confidentiality, data protection and information governance.
• Confident IT user with good keyboard skills.
• Willingness to learn new systems and processes.
• Positive, approachable manner that contributes to a supportive team environment.

Qualifications

• Good general level of education, including GCSEs (or equivalent) in English and Maths.
• Evidence of good literacy, numeracy and IT skills.
• Relevant administration or business qualification.
• Training relevant to primary care administration (e.g. NHS or GP practice-based courses).