Medical Administrator

Job Summary

Do you want a job that truly makes a difference and helps people? Are you organised, a little bit nerdy (in the best way), and keen to use your skills to help our doctors, nurses, and other healthcare staff provide an outstanding service? If so, you might fit in perfectly with our Admin team.

At Hawthorn Medical Centre, we’re part of Hope Citadel Healthcare, a community-focused organisation that believes in whole-person care. We’re proud to offer a supportive and inclusive workplace where every team member plays a vital role in caring for our patients.

As a Medical Administrator
, you’ll help keep our busy practice running smoothly by:

• Using EMIS Web to manage patient records accurately and efficiently
• Handling referrals, appointment requests, and clinical correspondence
• Providing a warm and professional service to patients both in person and by phone
• Supporting our doctors, nurses, and wider team with essential admin tasks
• Contributing to a positive, well‑organised, and welcoming practice environment

• Experienced in administration (experience in a GP or healthcare setting is desirable)
• Confident using IT systems especially EMIS
• Detail‑oriented, proactive, and calm under pressure
• Compassionate, reliable, and committed to excellent patient care
• A true team player with a can‑do attitude

Hope Citadel is a primary care provider with a heart for deprived communities. We run 11 doctors’ practices and employ over 200 staff. We were started 16 years ago by a passionate group of people looking to reverse the inverse care law by providing quality healthcare in areas of deprivation. Our staff are driven by social justice, compassion, and a drive to see real change in the communities they live and work in.

Primary care is not an easy space to work in, and that is exacerbated in areas of deprivation. To provide the best service to patients, it is vital that our culture and our processes are aligned. We prioritise maintaining high healthcare outcomes and look after our staff well, including commitments such as being a Real Living Wage employer, running mentoring and learning and development opportunities, and finding space to socialise and have fun together.

Date posted: 29 January 2026

Salary: £24,570 a year

Contract:

Permanent

Working pattern:
Full‑time

Reference number: B0212‑26‑0004

Job location:

Hawthorne Medical Centre Ltd, Birchfields Road, Manchester, M146FS

As an administrator, you will work as part of a team that completes the back‑office tasks in a busy GP practice. You will complete daily, weekly, and monthly tasks, multitask and prioritise to get this work done, support clinical staff and problem‑solve for patients with exceptional communication skills, and may be asked to cover reception duties from time to time to cover sickness.

• Provide an efficient audio‑typing service for GPs (typing of referral letters, reports, patient letters etc.) in an accurate and quality manner
• Use the e‑Referral system for referrals to hospitals and other care providers
• Scan and file all correspondence into patients’ medical records using the docman system
• Triage all clinical correspondence and workflow necessary documents to clinicians
• Code all relevant clinical information into patients’ medical records
• Make, cancel and amend appointments
• Maintain an effective recall system for patients to include QOF recalls, childhood immunisations, smears and flu vaccinations
• Process all insurance and solicitor reports in a timely manner
• Process copies of medical requests for patients and insurance companies in a timely manner
  
  Cover the reception desk when required
• Complete all tasks in workflow manager (deductions, GP2GP etc.)
• Efficiently deal with tasks from GPs, nurses and other staff
• Maintain the practice GSF register and the Safeguarding register
• Attend and partake in practice meetings as required
• Work safely at all times in accordance with legislative requirements and practice policy and procedures
• Promote the ethos and vision of Hope Citadel Healthcare within the practice, including staff, visitors and patients, through the provision of quality…