Administrator​/Medical Secretary

The successful candidate will provide efficient and effective administrative support to the practice team, ensuring the smooth day-to-day operation of the surgery. The post holder will undertake a variety of administrative duties to support the delivery of high-quality patient care and excellent customer service while maintaining patient confidentiality at all times. The Primary Care Administrator will work closely with clinicians, management, patients, and external healthcare organisations to ensure that patient records, correspondence, referrals, and practice systems are managed accurately and efficiently.

• Provide a full secretarial service to GPs and other healthcare professionals.
• Process referrals via the NHS e-Referral Service (e-RS) and other referral pathways in a timely manner.
• Prepare, type, and distribute clinical correspondence, reports, and other documentation as required.
• Monitor and track referrals, investigations, and appointments, ensuring appropriate follow-up action is taken.
• Liaise with hospitals, community teams, and external agencies regarding patient care and appointments.
• Manage incoming and outgoing correspondence, ensuring appropriate coding, filing, and actioning of documents.

• Maintain accurate and up-to-date patient records using EMIS and Docman systems.
• Process and file clinical documents, test results, and hospital correspondence.
• Undertake general administrative duties including scanning, filing, photocopying, and document management.
• Assist with workflow management to ensure correspondence is processed efficiently.

• Act as a professional point of contact for patients, healthcare professionals, and external organisations.
• Respond to telephone and written enquiries in a courteous and professional manner.
• Communicate effectively with members of the multidisciplinary team.
• Maintain confidentiality and professionalism at all times.

• Ensure compliance with GDPR, Data Protection legislation, and NHS Information Governance requirements.
• Maintain patient confidentiality at all times and only access records where necessary for the role.
• Follow practice policies and procedures regarding information security and record keeping.

• Participate in practice meetings and relevant training.
• Maintain and develop knowledge of NHS systems, referral pathways, and practice procedures.
• Contribute to service improvement initiatives and administrative audits where required.
• Undertake any other duties appropriate to the role and grade as requested by the Practice Manager.

Blackpool Teaching Hospitals NHS Foundation Trust