Vacancies
Administrator
Hours: Full Time – 36 Hours per week
Competitive salary: Starting salary £12.47 per hour
Desirable:
- Previous experience in a primary care or NHS setting
- Working knowledge of EMIS Web and e-RS
- Familiarity with NHS administrative workflows
- Excellent communication and organisational skills
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong attention to detail and ability to work under pressure
- Ability to manage sensitive information with discretion
Swan Medical Group is proud to have achieved an ‘Outstanding’ rating in our recent CQC inspection. If you aspire to develop your career and work at an outstanding level, we would love to hear from you.
The Swan Medical Group consists of five GP surgeries in Petersfield, Liphook & Liss in Hampshire. We aspire to be a local leader in delivering exceptional integrated healthcare.
Job Purpose
To provide a flexible and efficient mix of administrative and secretarial support across Swan Medical Group, supporting patient care and smooth practice operations. The post holder will work closely with clinical and non-clinical staff, undertaking a combination of routine admin tasks, document management, correspondence handling, and secretarial duties such as processing referrals, medical reports, and correspondence from clinicians.
Key Responsibilities
Administrative Duties
- Answer incoming telephone calls in a professional manner and respond to queries or direct appropriately
- Manage patient registrations, deductions, and demographic updates
- Scan, code, and file documents into the clinical system (EMIS Web) accurately and in a timely manner
- Process tasks in line with clinical workflow protocols (e.g., lab results, discharge summaries, hospital letters)
- Maintain accurate records of tasks undertaken via internal trackers or logs
- Respond to patient emails and internal communications via NHS Mail and Accurx
- Assist with administrative elements of safeguarding, recalls, long-term condition reviews, and clinical searches
- Cover reception duties when required
- Maintain confidentiality and adhere to information governance standards at all times
Secretarial Duties
- Process referrals via the NHS e-Referral System (ERS), ensuring referral quality and completeness
- Liaise with patients regarding referrals, appointments, and letters
- Track and process non-NHS medical reports (e.g., insurance, solicitor, DWP, capacity forms), following payment and workflow protocols
- Prepare and format medical reports or letters as requested by GPs
- Manage “choose and book” queries and ensure follow-ups are actioned
- Support GPs and other clinicians with documentation and admin linked to their clinics
Personal Attributes
- Flexible and adaptable to changing priorities
- Professional, polite, and respectful when dealing with patients and colleagues
- Team-oriented with a willingness to support others
- Self-motivated with a proactive approach to tasks
- Committed to continuous learning and quality improvement
Training & Support
- Full training will be provided for internal systems and protocols
- A friendly, supportive team environment
- Regular one-to-ones and annual performance development reviews
- Opportunity to contribute to workflow and service improvement projects
- The chance to make a real difference to patients and the team
Job description available upon request.
DBS certificate will be required.
If you wish to apply, please send your CV and covering letter to shona.goodwin@nhs.net & Kerry.ewen@nhs.net
Administrator (Maternity Cover)
Hours: Part Time – Hours to be advised
Competitive salary: Starting salary £12.47 per hour
Desirable:
- Previous experience in a primary care or NHS setting
- Working knowledge of EMIS Web and e-RS
- Familiarity with NHS administrative workflows
- Excellent communication and organisational skills
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong attention to detail and ability to work under pressure
- Ability to manage sensitive information with discretion
Swan Medical Group is proud to have achieved an ‘Outstanding’ rating in our recent CQC inspection. If you aspire to develop your career and work at an outstanding level, we would love to hear from you.
The Swan Medical Group consists of five GP surgeries in Petersfield, Liphook & Liss in Hampshire. We aspire to be a local leader in delivering exceptional integrated healthcare.
Job Purpose
To provide a flexible and efficient mix of administrative and secretarial support across Swan Medical Group, supporting patient care and smooth practice operations. The post holder will work closely with clinical and non-clinical staff, undertaking a combination of routine admin tasks, document management, correspondence handling, and secretarial duties such as processing referrals, medical reports, and correspondence from clinicians.
Key Responsibilities
Administrative Duties
- Answer incoming telephone calls in a professional manner and respond to queries or direct appropriately
- Manage patient registrations, deductions, and demographic updates
- Scan, code, and file documents into the clinical system (EMIS Web) accurately and in a timely manner
- Process tasks in line with clinical workflow protocols (e.g., lab results, discharge summaries, hospital letters)
- Maintain accurate records of tasks undertaken via internal trackers or logs
- Respond to patient emails and internal communications via NHS Mail and Accurx
- Assist with administrative elements of safeguarding, recalls, long-term condition reviews, and clinical searches
- Cover reception duties when required
- Maintain confidentiality and adhere to information governance standards at all times
Secretarial Duties
- Process referrals via the NHS e-Referral System (ERS), ensuring referral quality and completeness
- Liaise with patients regarding referrals, appointments, and letters
- Track and process non-NHS medical reports (e.g., insurance, solicitor, DWP, capacity forms), following payment and workflow protocols
- Prepare and format medical reports or letters as requested by GPs
- Manage “choose and book” queries and ensure follow-ups are actioned
- Support GPs and other clinicians with documentation and admin linked to their clinics
Personal Attributes
- Flexible and adaptable to changing priorities
- Professional, polite, and respectful when dealing with patients and colleagues
- Team-oriented with a willingness to support others
- Self-motivated with a proactive approach to tasks
- Committed to continuous learning and quality improvement
Training & Support
- Full training will be provided for internal systems and protocols
- A friendly, supportive team environment
- Regular one-to-ones and annual performance development reviews
- Opportunity to contribute to workflow and service improvement projects
- The chance to make a real difference to patients and the team
Job description available upon request.
DBS certificate will be required.
If you wish to apply, please send your CV and covering letter to shona.goodwin@nhs.net & Kerry.ewen@nhs.net
Business Support Co-ordinator / Administrator
Hours: Full Time, 36 hours per week – Monday to Friday
Salary: Starting Rate £12.47 per hour
About Us
Swan Medical Group, recently rated Outstanding by the Care Quality Commission (CQC), is a forward-thinking primary care organisation comprising five GP practices across Petersfield, Liphook, and Liss in Hampshire. We strive to be a regional leader in delivering exceptional, integrated healthcare services. If you’re passionate about making a meaningful impact and want to be part of an outstanding team, we’d love to hear from you.
We’re on the lookout for a highly organised, personable and dynamic individual to join our team in a key Business Support Co-ordinator / Administrator role.
About the Role
- Carrying out regular compliance checks, testing & recording
- Inducting new staff and setting up user profiles
- Maintaining and updating IT access for all staff, including leavers
- Managing practice asset logs
- Supporting basic IT troubleshooting, escalating issues and liaising with our third-party IT support provider
- Helping to deliver projects across the organisation
- Conducting regular consumable stock checks
Based Across Our 5 Sites: You’ll support both clinical and clerical teams across our practices in Petersfield, Liphook & Liss.
What We’re Looking For
We are seeking someone who:
- Is organised, able to multitask and can prioritise
- Can work flexibly across different sites
- Communicates confidently and clearly
- Is computer literate with a keen eye for detail
- Can adapt to a changing workload and maintain a high standard of accuracy
- Is proactive, personable, and a real team player
- Full UK Driving Licence and access to own transport
Benefits
- Competitive salary
- Comprehensive induction and training
- 5 weeks annual leave (plus bank holidays)
- Eligibility to join the NHS Pension Scheme
How to Apply
Please email your update to date CV & covering letter detailing why you are suitable for the role to shona.goodwin@nhs.net & Anthony.bate@nhs.net
Full job description available on request
DBS Certificate will be required
Medicines Management Clerk/Trainee Dispenser
Swan Medical Group has a new opportunity for a Medicines Management Clerk/Trainee Dispenser to compliment the team at our Dispensary and Medicine Management team in Liss, Hampshire
Hours: Part Time or Full Time – to be discussed at interview. The role is available for part-time hours. Morning shifts start at 08:00 and afternoon shift finish at 18:30
Competitive salary: Starting Pay from £12.47, dependent on level of qualifications, experience
Essential:
Excellent attention to detail
Desirable:
Knowledge of medical terminology
Experience with a medical/pharmaceutical field
About Swan Medical Group
We are proud to have achieved an ‘Outstanding’ rating in our last CQC inspection. We aspire to be a local leader in delivering exceptional, integrated healthcare.
We are a supportive and forward-thinking practice with an excellent clinical team. We are a training practice for doctors and are supportive of personal development for all staff.
Duties include:
Medicine Management Clerk
- Regularly collect, check all prescriptions in accordance with the Practice’s Repeat Prescribing protocol, ensuring any queries are passed onto the Doctors as necessary, and deal with any phone queries or voicemail messages left on the prescriptions answering machine.
- Ensure all prescriptions are up to date on a daily basis and where possible that all prescriptions received that day are processed by the end of that shift, and if not possible within a maximum of 3 working days as per protocol.
- To deal with any emergency requests promptly and efficiently ensuring these are followed through and signed by the relevant Doctor.
- To be responsible for distributing prescriptions to GPs for signing where required.
- Have a sound understanding of basic medical terminology.
- To accurately log all new deliveries of blank prescription books and monitor stock of allocated GP prescription books using the Prescription Log.
- To identify when problems arise and alert the Senior/Manager.
- Ensure all verbal and written requests are acted upon in a professional manner.
- To maintain efficient administrative and clerical standards to ensure a professional outlook when dealing with patients via phone or face to face.
- To answer and act upon phone queries and respond to online prescription requests.
- Regularly check and collect prescription requests from reception and send requests to appropriate GP’s.
- Check Medicine Management Workflow on EMIS and ensure that all prescriptions are sent to the correct GP. If GP absent, change to alternative GP in accordance with the ‘Buddy System’.
- Ensure alerts are added to patient record when numerous urgent requests and send template letter if necessary.
- Update patient’s medical record when correspondence is received from Hospitals or District Nurses these may include hospital letters and discharge summaries.
- To be responsible for Claimable prescriptions
- Support the monitoring of high-risk medications. This involves tasks such as sending invitations for blood tests when needed, scheduling the blood test appointments, continuously tracking blood test results, and arranging follow-up tests at intervals recommended by our clinicians.
Trainee Dispenser
- Take requests for, issue and dispense prescriptions, using Standard Operating Procedures
- Carry out final check of dispensed medications once authorised to do so.
- Hand out prescriptions and collect prescription charges or exemption declarations as appropriate.
- Maintain stock levels of drugs, prescriptions and labels from sources indicated by the Dispensary Senior
- Receive drug deliveries and check goods received against invoices and claim credits as required for shortages or errors.
- Ensure the Controlled Drug Register is completed, and stock level checks are carried out as required
- Comply with safeguarding training requirements as set out by the practice
- Take prompt and timely action when there are any welfare or safeguarding concerns
- Form appropriate relationships with those we care for and maintain professional boundaries
- Work within organisational policies, protocols, and procedures
- Demonstrate the organisations values and behaviors.
Benefits include: 5 weeks holiday plus Bank holidays (pro rata)
NHS Pensions scheme.
To Apply
Please forward your up-to-date CV and enclose a covering letter explaining your current situation and why this position would be right for you to:
Kerry.ewen@nhs.net & Shona.goodwin@nhs.net
Job description available upon request
A DBS certificate will be required