Medical Administrator

Coleridge Medical Centre

The closing date is 17 July 2022

Job summary

Are you looking for an exciting opportunity to join our friendly and supportive GP Practice?

We are looking for a candidate who has excellent communication skills, a compassionate and friendly nature, together with the ability to work in a demanding environment and an aptitude for great customer service.

We are currently recruiting for the following work pattern:


09:00 – 18:00 (8 hours)


08:30 – 17:00 (7.5 hours)


08:00 – 14:00 (6 hours)


08:30 – 16:00 (6.5 hours)


09:00 – 19:00 (9 hours)

Main duties of the job

The right candidate will deliver a high standard of service to all patients, visitors, and colleagues in accessing the appropriate services in a professional, courteous, efficient and effective way over the telephone, face to face and via other communication programs.

Our Medical Administrators carry out a full range of administrative duties associated with a modern GP practice including shared participation in our weekend rota.

About us

At Coleridge Medical Centre, we look after approximately 16 500 patients in our area. This means that during those very busy periods, supporting each other becomes vital to continuing our ability to provide the best patient care.

We strive to fulfill the Coleridge Medical Centre values of APPROACHABILITY, TEAMWORK, COMMUNICATION and RESPECT in all aspects of the practice, both with our patients and ourselves.

When working at Coleridge Medical Centre, all staff are offered a generous annual leave allowance, as well as inclusion in the NHS pension scheme, among other things.

We're incredibly fortunate to work with some of the most talented bakers and, luckily for us, this also means that there is often cake or other sweet treats to enjoy on our tea breaks.

Job description

Job responsibilities

The following are the core responsibilities of the Medical Administrator. There may be on occasion a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

· Work effectively as a member of the administration team, contributing to the efficient workflow of the practice reception area, and the general smooth running of the practice.

· Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

· Deliver a high standard of service to all patients, visitors, and colleagues in accessing the appropriate services in a professional, courteous, efficient and effective way.

· Undertake administrative duties in a professional, courteous, efficient, and effective way to assist in the smooth running of the practice.

· Facilitate effective communication between patients and colleagues.

· Receive and assist patients and direct them to the appropriate service or healthcare professional in a courteous, efficient, and effective way.

· Opening and locking up of practice premises and maintaining security in accordance with practice protocols.

· Maintain and monitor practice appointment systems.

· Process requests for appointments, visits, and telephone consultations.

· Promptly and professionally resolve any general patient enquiries, comments and issues and escalate appropriately when assistance is required.

· Process and distribute incoming and outgoing mail.

· Record and accurately relay messages and information.

· File and retrieve written and electronic information so that it is easily accessible, accurate and secure.

· Process repeat prescriptions in accordance with practice guidelines.

· Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.

· Initiate contact with, and respond to, requests from patients, other team members and associated agencies and providers.

· Word/data processing, filing, photocopying, and scanning.

· Keep work and common areas tidy and free from obstruction and clutter.

· Comply with infection control procedures and policies which, from time to time, will include assisting with clear up following the illness of a patient.

· Participate in the legal, regulatory, administrative, and professional responsibilities of the practice team.

· Ensure accurate notes of all consultations and treatments are recorded in the patients notes on the clinical computer system as appropriate.

· Ensure accurate completion of all necessary documentation associated with patient health care and registration with the practice.

· Ensure collection and maintenance of statistical information required for regular and ad hoc reports.

· Attend and participate in practice meetings as required.

· Assist in the formulation of practice philosophy, strategy and policy and develop appropriate protocols.

· Co-operate and participate as required in any research projects within the practice.

· Participate in the education and training of students of all disciplines and the induction of personnel working and visiting the practice.

Person Specification



  • Experience of working with the general public.


  • Experience of administrative duties.
  • Experience of working in a healthcare setting.

Skills / Competencies


  • Excellent communication skills (written / oral).
  • Strong IT skills.
  • Clear, polite telephone manner.
  • Competency in MS Office and Outlook.
  • Effective time management.
  • Ability to work autonomously and with a team.
  • Problem-solving, initiative, and analytical skills.
  • Accuracy and attention to detail.
  • Ability to follow policy and procedure.
  • Capacity to work on Saturdays (4 hours) as part of a shared rota.


  • SystmOne clinical software user skills.



  • Educated to GCSE level or equivalent.


  • GCSE in Mathematics and English (C or above).
  • AMSPAR receptionist's qualification.
  • NVQ level 2 in Health and Social Care.

Personal Qualities


  • Good interpersonal skills.
  • Polite and confident.
  • Flexible and co-operative.
  • Motivated.
  • Forward thinker.
  • High levels of integrity and loyalty.
  • Discreet and professional.
  • Calm, sensitive and empathetic - particularly in distressing situations.
  • Adaptable to change.
  • Ability to work under pressure.
  • Flexibility to work outside of core hours.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Coleridge Medical Centre


Canaan Way

Ottery St. Mary


EX11 1EQ

Employer's website (Opens in a new tab)

For questions about the job, contact:

Rochelle Van Cady


Date posted

22 June 2022

Pay scheme






Working pattern


Reference number


Job locations

Canaan Way

Ottery St. Mary


EX11 1EQ

Supporting documents

If there's technical issues with the website, contact:



0300 330 1013

Outside UK:

+44 300 330 1013

Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.