Medical Administrator ; contracts from

We would like to recruit several medical administrators. We are a large, friendly and welcoming team of 23 administrators and our team is expanding as our list size grows. We are a very busy teaching practice, not just for clinical trainees but also running medical admin apprenticeships. Our admin team varies in age from 20 right up to 63. There is a structured career path for administration staff to progress through and CPD is always promoted and encouraged.

We are a Vision practice (using Docman) and have transition to 100% total triage online.

We operate a doctor-first approach to assess all relevant appointment requests but rely on our frontline staff to signpost where appropriate.

Here is an abbreviated job description detailing some of the activities:

• The use of bespoke software as well as Microsoft applications including email, website editing, internal TV media.
• Minute taking for clinical and non-clinical meetings
• Medical terminology
• Health & Safety, Fire Safety, Security (both personal and of patients)
• Electronic document handling
• Clinical test results messaging and communication with patients
• Hospital liaison on behalf of clinicians
• An understanding of the secretarial system in order to provide support when and if required.

• Dealing with patients at the front desk, when necessary.
• This can include prescription queries, requests for paperwork, handing or picking up letters/samples, welcoming visiting colleagues (such as district nurses), trades people and deliveries and much more.
• Staff are allocated to phone duty on a shift rotation when they are dedicated to answering the phone only.
• All staff are expected to answer a ringing phone if nobody else is available to handle the call at that point. The housecall phone should always take priority and be answered swiftly.
• Processing Docman (software for handling electronic documents), Mailmanager (software for handling test results and communicating with GP messages to patients) within Vision (patient records management software).
• Phoning patients, phoning hospitals to liaise over patient care, interacting with District Nurses to ensure patients are attended to.
• Answering the phone and handling patient requests for urgent same-day care.
• Processing prescription requests
• New patient registrations, deducting patients who are transferring elsewhere, liaising with the health board practitioner services over patient registrations, child health surveillance, responding to lawyers letters as instructed by GPs, insurance reports, patients requesting copies of their records, etc.
• Downloading photographs from the generic mailbox and saving these to aid patient consultations
• Encrypting documents/handling secure email corridors for the transmission of sensitive data to and from patients.

The surgery has 2 nursing homes for whom we undertake weekly surgeries and there is prescribing administration that the apprentice will learn to be involved in after training and competency assessment.

Additional duties are allocated to each staff member to develop their own area of speciality - with other staff being knowledgeable and routinely involved to maintain a full skills mix across the team.

Occasional overtime from time to time when holiday or sickness cover is required.

The surgery is also proactive in the early-adoption of many health board initiatives and the new recruit would be expected to adopt this same can-do attitude towards incorporating any new software developments or new protocols into their working routine.

Urban Practice

Salary: £22,776 for 30hrs pw up to £30,368 for 40hrs pw

Contract Type:
Permanent

Posted On:
20/10/2026

Closing Date:
30/11/2026