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Helston Medical Centre & Porthleven Surgery

Administrator

The closing date is 10 October 2025

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Job summary

The administrator vacancy is a maternity cover position to cover and support the Admin Team predominately with scanning documentation. Other admin duties maybe required on occasions.

The hours required are 17.5 hours per week working the following:

Tuesday between 12:00 to 17:00

Wednesday between 09:00 to 14:00

Thursday between 09:00 - 16:30

Main duties of the job

Scanning patient related documentation and attaching scanned documents to patients healthcare records and forward to appropriate team of person

About us

As a growing organisation across several sites, we believe we can enshrine a model of General Practice that allows us to provide the best of both worlds, of smaller practice teams with the benefits and support of a larger structure. Smaller practices help us provide continuity, to our population and amongst our teams, which we know gives us job satisfaction, efficiency, and better outcomes. We are also creating a structure that gives us the peer support and the ability to grow specialist interests and high-quality processes that becomes possible as part of a larger organisation.

General Practice has become wider in its role and in its complexity. Our teams are growing and bring really welcome skills and knowledge. We are aware of how interdependent we have become in how we work together, and in how we trust and appreciate one anothers expertise. We ensure that our collective decision-making recognises and commits time to this collaborative approach and value and seek the input of our colleagues and our local population.

We are immensely proud of the teams we work with and as individuals we are equally proud of our own roles within our teams.

Details

Date posted

01 October 2025

Pay scheme

Other

Salary

£12.40 an hour

Contract

Fixed term

Duration

9 months

Working pattern

Part-time

Reference number

A1413-25-0007

Job locations

Trelawney Road

Helston

Cornwall

TR13 8AU


Job description

Job responsibilities

a. Processing incoming and outgoing mail both electronic and paper

b. Action all incoming documents and forward to the appropriate team or person

c. Identify relevant clinical information contained in patient correspondence, code and forward to the appropriate person

d. Manage removal and sending of records for patients who have left the practice, for both electronic and paper copies

e. Scanning of patient related documentation and attaching scanned documents to patients healthcare records and forward to appropriate team or person

f. Input data into the patients healthcare records as necessary

g. Action GP2GP tasks

h. Summarise patient notes as per protocol in a timely manner

i. Assist Doctors and other health care professionals with patient records or information that is needed

j. Support secretarial team with referrals as required using the electronic referral system (ERS)

k. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

l. Read code data on Systm1

m. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

n. Manage all administrative queries as necessary

o. Carry out system searches as requested

p. Maintain a clean, tidy, effective working area at all times

q. Support all clinical staff with general administrative tasks as requested

Manage store of paper records so it is kept in order and records can be easily accessed and found

Job description

Job responsibilities

a. Processing incoming and outgoing mail both electronic and paper

b. Action all incoming documents and forward to the appropriate team or person

c. Identify relevant clinical information contained in patient correspondence, code and forward to the appropriate person

d. Manage removal and sending of records for patients who have left the practice, for both electronic and paper copies

e. Scanning of patient related documentation and attaching scanned documents to patients healthcare records and forward to appropriate team or person

f. Input data into the patients healthcare records as necessary

g. Action GP2GP tasks

h. Summarise patient notes as per protocol in a timely manner

i. Assist Doctors and other health care professionals with patient records or information that is needed

j. Support secretarial team with referrals as required using the electronic referral system (ERS)

k. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

l. Read code data on Systm1

m. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

n. Manage all administrative queries as necessary

o. Carry out system searches as requested

p. Maintain a clean, tidy, effective working area at all times

q. Support all clinical staff with general administrative tasks as requested

Manage store of paper records so it is kept in order and records can be easily accessed and found

Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent

Experience

Essential

  • Working with general public
  • experience of administrative duties

Desirable

  • experience of health care setting

Skills

Essential

  • excellent communication - written and oral
  • Strong IT skills
  • Clear and polite telephone maner
  • competent in office - email, word etc
  • Effective time management
  • ability to work as part of a team
  • good interpersonal skills
  • problem solving and analytical skills
  • ability to follow policy and procedure

Desirable

  • Clinical System1 user
Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent

Experience

Essential

  • Working with general public
  • experience of administrative duties

Desirable

  • experience of health care setting

Skills

Essential

  • excellent communication - written and oral
  • Strong IT skills
  • Clear and polite telephone maner
  • competent in office - email, word etc
  • Effective time management
  • ability to work as part of a team
  • good interpersonal skills
  • problem solving and analytical skills
  • ability to follow policy and procedure

Desirable

  • Clinical System1 user

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

Helston Medical Centre & Porthleven Surgery

Address

Trelawney Road

Helston

Cornwall

TR13 8AU


Employer's website

https://www.helstonmedicalcentre.co.uk/ (Opens in a new tab)

Employer details

Employer name

Helston Medical Centre & Porthleven Surgery

Address

Trelawney Road

Helston

Cornwall

TR13 8AU


Employer's website

https://www.helstonmedicalcentre.co.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Wendy Hunter

helstonmc.enquiries@nhs.net

01326572637

Details

Date posted

01 October 2025

Pay scheme

Other

Salary

£12.40 an hour

Contract

Fixed term

Duration

9 months

Working pattern

Part-time

Reference number

A1413-25-0007

Job locations

Trelawney Road

Helston

Cornwall

TR13 8AU


Supporting documents

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