Kinneil Medical Practice Kinglass Centre Gauze Road Bo'ness EH51 9UE
JOB DESCRIPTION Medical Administrator (37hrs per week, may consider job share for right candidates)
Responsible to: Practice Manager, General Practitioners.
The Medical Administrator provides comprehensive administrative support to ensure the smooth and efficient running of the GP surgery. The role involves managing patient records, processing referrals and correspondence, supporting clinical staff, and ensuring all administrative tasks are completed to a high standard in line with NHS policies and confidentiality requirements.
You will play a key role in maintaining the quality of patient care by ensuring accurate documentation, timely communication, and professional interaction with patients, clinicians, and external healthcare providers.
Key Responsibilities
1. Register new patients and manage patient records using the clinical system (e.g. EMIS/EMIS Web/Vision).
2. Handle incoming and outgoing correspondence, including test results, referrals, and hospital letters.
3. Process repeat prescription requests in accordance with practice protocols.
4. Manage appointment bookings, and cancellations where required.
5. Maintain accurate and confidential patient information in compliance with GDPR and NHS data protection standards.
6. Ensure up-to-date maintenance computerised filing systems.
7. Sorting, routing and recording of internal and external mail.
8. Ensure bloods and samples are correctly labelled, coded and bagged for collection.
9. Ensure all paperwork and documents required for Clinicians Surgeries are correctly completed and given to the appropriate Clinician.
Clinical and Administrative Support
10. Provide administrative support to GPs, nurses, and other members of the clinical team.
11. Prepare and manage templates, reports, and documentation for patient care and audits.
12. Support the management of long-term condition registers and recall systems.
Communication and Teamwork
13. Act as a first point of contact for internal and external queries, handling them professionally and efficiently.
14. Liaise with hospitals, laboratories, pharmacies, and community services to ensure continuity of care.
15. Work collaboratively with the reception and clinical teams to support daily operations.
16. First point of contact to efficiently handle patient complaints to ensure they do not escalate.
17. Contribute to team meetings and service improvement initiatives.
Quality and Compliance
18. Follow practice policies and procedures, including safeguarding, infection control, and confidentiality.
19. Participate in audits, staff training, and quality improvement activities.
20. Support the Practice Manager in ensuring compliance with NHS Scotland requirements.
Person Specification
Essential
Desirable
Experience in an administrative or clerical role
Experience working in a GP surgery or NHS environment
Strong IT skills and experience with Microsoft Office
Knowledge of EMIS Web, SystmOne, or Docman
Excellent communication and organisational skills
Understanding of medical terminology
Ability to work accurately and maintain confidentiality
SVQF Level 2/3 in Business or Medical Administration
Team player with a flexible, proactive approach
Other Information
21. All staff are expected to adhere to the surgerys policies and procedures.
22. The role may evolve over time, and reasonable changes to duties may be made in consultation with the postholder.
We are looking for a motivated and organised Medical Administrator to join our friendly GP practice team. The role involves providing comprehensive administrative support to clinicians and practice staff, including managing patient records, processing correspondence and referrals, supporting appointment systems, and ensuring accurate, confidential handling of information in line with Practice and NHS policies. You will play a key role in supporting highquality patient care through efficient administration, strong communication skills, and teamwork. Previous administrative experience is essential, and experience within a GP or NHS setting would be an advantage.
We are looking for a reliable, organised, and proactive individual with strong administrative skills and a positive, teamfocused approach. You will have experience working in a busy administrative environment, with the ability to manage multiple tasks accurately and efficiently while maintaining strict confidentiality at all times.
You will be confident using IT systems, have excellent communication skills, and be comfortable liaising with patients, clinicians, and external healthcare providers in a professional and sensitive manner. Attention to detail, good organisational skills, and the ability to work both independently and as part of a team are essential.
Previous experience in a GP practice or NHS setting is desirable but not essential, as full training will be provided. Above all, we are looking for someone who is patientfocused, adaptable, and committed to supporting the delivery of highquality care within a friendly and supportive practice team.
23. Salary: £25,993.14 (£13.47ph)
24. Contract: 37hrs (Full Time Permanent, may consider job share for right candidates)
25. Working hours: 08:00 - 18:00 4 days a week with 45 minute lunch & 2x15 minute breaks or 37hrs over 5 days with a mix of 8am starts and 6pm finishes. (flexibility may be considered)
26. Annual leave: Generous annual leave entitlement plus public holidays, prorata where applicable
27. Pension: Access to the NHS Pension Scheme
28. Training & development: Ongoing training and development opportunities to support your role
29. Other benefits: Supportive team environment and opportunities to develop skills within primary care
- Urban Practice