JOB DESCRIPTION
JOB TITLE: Medical/Team Secretary
ACCOUNTABLE TO: Operations Manager/Clinical Lead
REPORTS TO: Director of Corporate Governance
HOURS: 37.5 hours per week
BAND: Band 3 – equivalent (not agenda for change)
CONTRACT: Permanent / Full-time
Job Summary
We are seeking an organised, motivated, and experienced Medical Records Senior Team Administrator to join our team. This Band 3 role works across NHS and private healthcare contracts, providing high-quality administrative support to ensure accurate medical record management, efficient patient pathways, and timely processing of referrals, appointments, and rota coordination.
The successful candidate will play a key role in supporting both clinical and administrative teams, acting as a senior point of contact within the department, and ensuring compliance with information governance standards.
Main Duties of the Job
Maintain accurate and up-to-date medical records in line with NHS and private sector standards, GDPR, and Caldicott principles.
* Process and track 2WW (two-week wait) and urgent referrals, ensuring deadlines and targets are met.
* Book, amend, and cancel patient appointments, ensuring patients are contacted promptly.
* Support validation of waiting lists and contribute to effective patient pathway management.
* Create and maintain rotas for administrative staff and clinicians using operational systems such as SEMBLE, Lantum, and SystmOne.
* Oversee the safe retrieval, storage, scanning, and transfer of medical records.
* Provide day-to-day supervision, guidance, and support to junior administrative staff.
* Coordinate administrative workflows across multiple contracts and sites, meeting service delivery requirements.
* Act as a senior point of contact for internal and external queries relating to medical records, referrals, and rotas.
* Ensure compliance with CQC standards, NHS guidelines, and private contract obligations.
* Participate in departmental audits, quality checks, and continuous service improvement projects.
* Coordinating the on-call rota.
* Participating within the out of hours on call rota across evenings and weekends on a rota basis.
About Us
Our service supports both NHS and private sector healthcare providers, ensuring patients receive timely, safe, and efficient administrative support throughout their care pathway.
You will join a dedicated team that values accuracy, professionalism, and teamwork. We are committed to staff development, offering opportunities for training and progression, as well as flexible working across multiple sites.
Person Specification
Essential
* Experience working in healthcare administration.
* Knowledge of NHS standards for medical record-keeping and confidentiality.
* Experience processing 2WW/Urgent Suspected Cancer and urgent referrals.
* Experience booking and amending patient appointments using electronic systems.
* Experience creating and maintaining staff/clinician rotas using relevant systems (e.g., SEMBLE, Lantum, SystmOne).
* Strong IT skills (EPR systems, PAS, MS Office).
* Excellent organisational and communication skills.
* Ability to work under pressure and prioritise workloads effectively.
* Experience supervising or mentoring junior staff.
Desirable
* Experience working across both NHS and private healthcare providers.
* Knowledge of IG Toolkit / Data Security & Protection Toolkit.
* Experience with hybrid (paper/digital) record management systems.
* Understanding of clinical governance and medico-legal requirements.
* Understanding of CQC requirements and standards.
Salary & Benefits
* Depending on experience £24,937 to £26,598
* Pension scheme eligibility (NEST)
* Training and development opportunities
* Flexible, cross-site working environment
* Staff wellbeing and support programmes
CONFIDENTIALITY:
· In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
· In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
· Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
HEALTH AND SAFETY:
The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
· Using personal security systems within the workplace according to practice guidelines
· Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
· Making effective use of training to update knowledge and skills
· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
· Actively reporting of health and safety hazards and infection hazards immediately when recognised
· Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role
· Undertaking periodic infection control training (minimum annually)
· Reporting potential risks identified
· Demonstrate due regard for safeguarding and promoting the welfare of children.
EQUALITY AND DIVERSITY:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
* Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
* Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
* Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
PERSONAL/PROFESSIONAL DEVELOPMENT:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
* Attend mandatory training as directed by the practice
* Attend internal/external training courses to obtain the knowledge and skills required for the post
* Participation in an annual individual performance review
* Assume responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
QUALITY:
The post-holder will strive to maintain quality within the practice, and will:
* Alert other team members to issues of quality and risk
* Assess own performance and take accountability for own actions, either directly or under supervision
* Be aware of the regulations of the CQC and, as part of their role within the practice, contribute to the Practice's compliance with these regulations
* Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance
* Work effectively with individuals in other agencies to meet patients' needs
* Effectively manage own time, workload and resources
COMMUNICATION:
The post-holder should recognize the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members
* Communicate effectively with patients and carers
* Recognize people's needs for alternative methods of communication and respond accordingly
CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES:
The post-holder will:
* Apply practice policies, standards and guidance
* Discuss with other members of the team how the policies, standards and guidelines will affect own work
* Participate in audit where appropriate
Job Types: Full-time, Permanent
Pay: £24,937.00-£26,598.00 per year
Benefits:
* Free parking
* On-site parking
* Sick pay
Work Location: In person
Reference ID: LADMS
Expected start date: 01/10/2025