Go back
The Grove Medical Centre

Medical Administrator and Care Coordinator

The closing date is 20 June 2025

Apply for this job

Job summary

Job Summary

To provide comprehensive administrative support to the GP Partners, salaried GPs and the Practice Manager.

PLEASE NOTE: This is a part time role, for 30 hours/week. It is also for Maternity cover so it is a fixed-term role for 10 months.

Main duties of the job

Knowledge, Skills and Experience

  • The post-holder ideally should have experience as a medical administrator and/or care coordinator.
  • Experience in administration in non-medical fields can also be considered.
  • Excellent word processing and typing skills are essential.
  • The ability to communicate well with people at all levels is important; the post-holder will be expected to use his/her initiative
  • Good time management skills and ability to prioritise workload
  • Ability to multi task using different IT systems and processes
  • Willingness to learn new systems and be confident in their use
  • Sound knowledge of medical terminology is preferable but not necessary
  • Good IT skills and knowledge of Practice systems, preferably EMIS, DOCMAN and Accurx
  • Ability to work as part of a team and develop with the needs

About us

Grove Medical Centre is a GP practice located in a residential area of Egham. The practice provides GP services to 15,500 patients.

Services are provided from one location:

Grove Medical Centre - The Grove, Church Road, Egham, Surrey TW20 9QN.

There is a team of 3 GP partners, 5 salaried GPs (male and female). The practice is also a training practice for doctors.

Training practices help qualified doctors, known as registrars, complete the final stages of their GP training. The practice also provides training for nurses and paramedic practitioners.

The practice has a team of 3 nurses who provide nurse-led clinics and 3 healthcare assistants. The practice is supported by 4 clinical pharmacists and a Physician Associate who were employed by the Primary Care Network SASSE 2. GPs and nurses are supported by the practice manager, operations manager, team leaders and a team of reception, administration staff and care coordinators.

Grove Medical Centre is open 8am to 6.30pm Monday to Friday. The practice is part of a hub of GP practices which provides extended access appointments for patients during the week until 8pm and at weekends. Patients are able to access Out of Hours services through NHS 111.

Details

Date posted

06 June 2025

Pay scheme

Other

Salary

£12.60 to £13.60 an hour Depending on experience

Contract

Fixed term

Duration

10 months

Working pattern

Part-time

Reference number

A2505-25-0008

Job locations

The Grove

Church Road

Egham

Surrey

TW20 9QN


Job description

Job responsibilities

Job Responsibilities

Administrative

To be in charge of processing all new patient registrations, both online and on paper.

To assist in the process regarding deceased patients and their medical record, including communication with PCSE and other external agencies.

To maintain a register of all carers and to complete all administrative tasks in relation to patients who have carers duties.

To deal with telephone queries from healthcare professionals, solicitors, DVLA and other government agencies. This is not an exhaustive list.

To ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

To assist patients with problems presented either in writing or by contact with the surgery or through their own GP and escalate to the manager, where needed.

To update patients medical records from letters/Docman.

To complete all tasks related to patient records (summarising, deductions, notice of change forms, consent forms) on EMIS, Docman and any other systems.

To assist with inbound document coding.

To be aware of the current legislation and legal implications of requests for disclosure of patient data/information and to be sensitive to patient wishes.

To carry on administrative tasks as requested by the Practice Manager or Operations Manager.

To cover ad hoc projects.

To acknowledge limitations in completing certain tasks and request support from senior staff members.

Care Coordination Duties

Proactively identify and work with a cohort of people to support their personalised care requirements and inviting them for relevant appointments.

To raise awareness of health promotion and NHS health checks in practices, including inviting patients to attend appointments.

To recall patients who have missed important appointments.

To support patients to access their records online and understand the various levels of data sharing.

To support the practice in achieving QOF and other DES/LES targets as well as CQC work.

Explore and assist people to access personal health budgets where appropriate

Job description

Job responsibilities

Job Responsibilities

Administrative

To be in charge of processing all new patient registrations, both online and on paper.

To assist in the process regarding deceased patients and their medical record, including communication with PCSE and other external agencies.

To maintain a register of all carers and to complete all administrative tasks in relation to patients who have carers duties.

To deal with telephone queries from healthcare professionals, solicitors, DVLA and other government agencies. This is not an exhaustive list.

To ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

To assist patients with problems presented either in writing or by contact with the surgery or through their own GP and escalate to the manager, where needed.

To update patients medical records from letters/Docman.

To complete all tasks related to patient records (summarising, deductions, notice of change forms, consent forms) on EMIS, Docman and any other systems.

To assist with inbound document coding.

To be aware of the current legislation and legal implications of requests for disclosure of patient data/information and to be sensitive to patient wishes.

To carry on administrative tasks as requested by the Practice Manager or Operations Manager.

To cover ad hoc projects.

To acknowledge limitations in completing certain tasks and request support from senior staff members.

Care Coordination Duties

Proactively identify and work with a cohort of people to support their personalised care requirements and inviting them for relevant appointments.

To raise awareness of health promotion and NHS health checks in practices, including inviting patients to attend appointments.

To recall patients who have missed important appointments.

To support patients to access their records online and understand the various levels of data sharing.

To support the practice in achieving QOF and other DES/LES targets as well as CQC work.

Explore and assist people to access personal health budgets where appropriate

Person Specification

Experience

Essential

  • Experience as a medical administrator is desirable but not essential.
  • Experience of working in a healthcare setting, preferably in primary care.
  • Experience of working through multiple systems at the same time in a time-efficient manner.
  • Advanced experience of using word, excel and PowerPoint including ability to use word processing skills, emails and the internet to create simple plans and reports

Desirable

  • Experience of working with healthcare professionals and or previous experience in the NHS.
  • Experience of working in an non-medical secretarial role or in a PA role.
  • Customer service experience.
Person Specification

Experience

Essential

  • Experience as a medical administrator is desirable but not essential.
  • Experience of working in a healthcare setting, preferably in primary care.
  • Experience of working through multiple systems at the same time in a time-efficient manner.
  • Advanced experience of using word, excel and PowerPoint including ability to use word processing skills, emails and the internet to create simple plans and reports

Desirable

  • Experience of working with healthcare professionals and or previous experience in the NHS.
  • Experience of working in an non-medical secretarial role or in a PA role.
  • Customer service experience.

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

The Grove Medical Centre

Address

The Grove

Church Road

Egham

Surrey

TW20 9QN


Employer's website

https://thegrovemc-egham.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

The Grove Medical Centre

Address

The Grove

Church Road

Egham

Surrey

TW20 9QN


Employer's website

https://thegrovemc-egham.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Anastasia Oakes

anastasia.oakes@nhs.net

Details

Date posted

06 June 2025

Pay scheme

Other

Salary

£12.60 to £13.60 an hour Depending on experience

Contract

Fixed term

Duration

10 months

Working pattern

Part-time

Reference number

A2505-25-0008

Job locations

The Grove

Church Road

Egham

Surrey

TW20 9QN


Supporting documents

Privacy notice

The Grove Medical Centre's privacy notice (opens in a new tab)