Administrator in Loughborough

Village Health Group (VHG) is a large multi-site GP Practice in Rushcliffe, South Nottinghamshire. The 4 sites are located at East Leake, Keyworth, Ruddington & Sutton Bonington. There is an exciting opportunity to join the VHG group as it goes through a period of change and restructure and is a chance to enjoy a vibrant and forward-thinking primary care team, working closely with all colleagues in the VHG team. We are looking to recruit part-time administrators to support the day-to-day business, providing quality patient care and development of collaborative processes.

The role will involve a variety of administration tasks across all areas of the practice to include, scanning, maintaining patient records and system information, creation and running of reports, as well as bespoke project work.

Main duties of the job

We are looking for individuals who are very organised and self-sufficient with excellent attention to detail. Administration experience in a fast-paced environment is essential, with the ability to think on your feet and demonstrate a pro-active approach to problem solving. The successful candidate will need to have a flexible approach and be able to work at any of the 4 sites, so access to transport is essential for this role.

Job responsibilities

• Provide high-quality, efficient administrative support across a busy, multi-site GP practice.
• Work as part of the wider administrative team to ensure smooth patient pathways, accurate record keeping and timely processing of clinical and non-clinical tasks.
• 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 long-term condition recalls, ensuring timely and accurate scheduling.
• Manage immunisation administration processes, including contacting patients 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 shared care protocols.
• Carry out administrative duties linked to clinical trials under the direction of the Lead Partner.

Non-NHS & 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.

Training & Development

• Weeks 1-4: Supported training focused on scanning, filing, and core administrative tasks.
• Months 3-6: 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

• Excellent verbal and written communication skills.
• Experience in administration or customer-facing roles.
• Strong attention to detail; ability to manage multiple tasks.
• Reliable, approachable, able to work independently and as part of a team.
• Ability to travel across multiple practice sites.
• Good level of Maths and English (GCSE or equivalent).
• NVQ Level 2/3 in Business Administration or equivalent.

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 to check for any previous criminal convictions.