We are looking for an experienced and organised Medical Administrator to join our friendly and supportive GP practice team.
Full time post - 37.5hrs a week.
This is an exciting opportunity for an enthusiastic, reliable, and motivated individual who enjoys working in a busy healthcare environment and takes pride in delivering high-quality administrative support. The successful candidate will play a key role in supporting our clinicians and ensuring the smooth running of patient administration processes.
We are seeking someone with excellent organisational skills, strong attention to detail, and the ability to manage a varied workload. You will be confident communicating with patients, healthcare professionals, and colleagues both in person, by telephone, and electronically. Experience of medical secretarial work, clinical correspondence, referrals, and medical records administration would be highly desirable.
Our practice is committed to delivering high-quality care to a diverse patient population. We pride ourselves on our welcoming atmosphere, excellent team spirit, and our commitment to balancing the needs of our patients with the wellbeing of our staff.
Please note: This position may close earlier than the listed deadline if we receive 30 applications. We highly encourage you to submit your application as soon as possible.
Interviews will take place on Thursday 16th July 2026.
Main duties of the job
The role will include -
Typing and processing clinical correspondence and referrals, including e-Referrals.
Providing secretarial support to clinicians and practice staff.
Managing incoming and outgoing correspondence, emails, and patient records.
Processing, summarising, and maintaining medical records in accordance with practice protocols.
Supporting commissioned and specialist services delivered by the Practice.
Assisting with patient recall systems and administrative projects.
Ensuring accurate data entry and document management.
Working collaboratively with the wider practice team to deliver an efficient and responsive service.
If you are an organised and proactive administrator who enjoys working as part of a team and would like to contribute to high-quality patient care, we would love to hear from you.
About us
We have a growing patient population of approximately 14,000 patients, predominantly students attending the University of Kent in Canterbury. Our clinical team includes 5 GP Partners, 3 Salaried GPs, and an experienced and innovative nursing team, all supported by dedicated administrative and reception colleagues. As a training practice, we are actively involved in the education and development of GP Registrars, nurses, and medical students studying at Kent and Medway Medical School (KMMS).
Work alongside experienced clinicians, nurses, and administrative staff who value collaboration, learning, and mutual support.
Professional Development
Be part of a forward-thinking training practice committed to continuous learning and development.
Work-Life Balance
Benefit from a supportive approach to flexible working and employee wellbeing.
We offer a competitive salary, closely aligned to NHS Agenda for Change rates, dependent on experience.
Location
Based on the University of Kent campus in Canterbury, the practice benefits from excellent transport links to the city centre and surrounding areas, together with a unique and vibrant university setting.
Job responsibilities
Job Summary
To provide high-quality secretarial and administrative support to the Medical Centre, ensuring that patient and practice administration is processed accurately, efficiently, and in accordance with practice policies, NHS requirements, and data protection regulations.
The postholder will ensure that all patient-related information is recorded on the clinical system in a timely and accurate manner and will contribute to the smooth and effective running of the Practice by supporting clinicians, management, and administrative colleagues as required.
Secretarial Support
Produce accurate and timely clinical correspondence, including referral letters and e-Referrals, according to clinical urgency and clinician instructions.
Type and prepare non-clinical correspondence and documentation as required by clinicians, management, and administrative staff.
Provide comprehensive secretarial support to clinical and non-clinical staff, ensuring that patient care and clinically urgent work are prioritised at all times.
Maintain accurate electronic records and filing systems to ensure documents are accessible and securely stored.
Referral and Correspondence Management:
Process referrals and associated documentation in line with practice procedures and timescales.
Maintain up-to-date referral forms, contact details, and supporting information required by clinicians and administrative staff.
Manage incoming and outgoing correspondence, including post and practice emails, ensuring appropriate distribution and actioning.
Medical Records Administration
Process incoming patient records, ensuring they are reviewed, organised, summarised, and coded in accordance with practice protocols.
Review electronically transferred records to ensure information is accurately recorded within the clinical system.
Undertake administrative tasks relating to patient records, including scanning, filing, document management, and data quality activities.
Respond to queries relating to medical records, summarising, and coding from both internal and external stakeholders.
Maintain patient records to the standards required by practice policies and relevant legislation.
Administrative Support for Commissioned Services:
Provide administrative support for commissioned and specialist services delivered by the Practice.
Record activity accurately and maintain service databases and spreadsheets.
Contact patients to arrange appointments and manage referrals.
Prepare correspondence and documentation associated with these services.>
General Practice Responsibilities
Ensure information, messages, and tasks are communicated promptly and accurately to clinicians and colleagues in accordance with practice procedures.
Respond to telephone and written enquiries relating to patient records and administrative matters as appropriate.
Assist with patient call and recall programmes as required.
Attend practice meetings when required, including preparing agendas and taking meeting minutes where appropriate.
Maintain organised and effective filing and document management systems.
Undertake opening and closing procedures for the Practice premises as required.
Support the maintenance of a safe, tidy, and professional working environment.
Work collaboratively with colleagues to ensure continuity of service and provide cross-cover during periods of absence.
Undertake any other reasonable duties commensurate with the role, as requested by the Partners or Practice Manager.
CQC (Care Quality Commission)
* Under supervision of the Lead Medical Secretary / Practice Manager to assist staff and clinicians to ensure that the practice fully complies with the CQC regulations
* To ensure that all policies and procedures within areas of responsibilities are up to date and are amended as and when required
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 & 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 holders role
* Undertaking periodic infection control training (minimum annually)
* 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 peoples 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 which 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, such training to include:
* Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
* Taking 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
* Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
* Work effectively with individuals in other agencies to meet patients needs
* Effectively manage own time, workload and resources
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members
* Communicate effectively with patients and carers
* Recognise peoples needs for alternative methods of communication and respond accordingly
* Be respectful to colleagues and help maintain a supportive working environment.
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
The above list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.
Person Specification
Experience
* Previous experience working in a GP practice, NHS, or healthcare setting.
* Experience of medical terminology, clinical correspondence, and referral processes.
* Experience of summarising and coding patient records.
* Knowledge of NHS systems, including e-Referral Service (eRS) and GP clinical systems.
Skills and Attributes
* Excellent organisational skills with the ability to prioritise workload and meet deadlines.
* Strong attention to detail and commitment to accuracy.
* Excellent verbal and written communication skills.
* Professional, approachable, and courteous manner.
* Ability to work effectively both independently and as part of a team.
* Ability to maintain confidentiality and handle sensitive information appropriately.
* Good IT skills, including experience using Microsoft Office applications and clinical systems.
* Flexible and adaptable approach to work.
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.
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