About this role
Job summary
The Medical Administrator / Secretary is responsible for providing comprehensive administrative and secretarial support to the GP practice team, ensuring the smooth and efficient running of daily operations.
Main duties of the job
The role includes managing patient correspondence, supporting clinicians with administrative duties, handling referrals and medical documentation, maintaining accurate records, and delivering excellent patient-focused customer service.
The post holder will act as a key point of contact for patients, healthcare professionals, hospitals, and external organisations while ensuring confidentiality, professionalism, and efficiency at all times.
About us
Sheldon is an area of East Birmingham, England, approximately 5 miles from the city centre & borders the borough of Solihull.
Our two sites are approximately 1.5 miles from each other & operate as one Surgery.
We have 2 GP partners and a committed team of 35 clinical and non-clinical staff.
Our patient list size is approximately 11,500 and our CQC rating is Good.
We work closely with our Federation who also support with HR, finance, payroll, CQC, etc.
The practice is part of Shard End and Kitts Green PCN which is made up of 7 practices working cohesively together with the aim of improving healthcare for the community and reducing health inequalities for its patients.
You will have the optional benefits of NHS pension, an employee benefits scheme and a salary sacrifice car scheme.
Job description Job responsibilities
Reception and Patient Services
Provide a professional, welcoming, and courteous service to patients and visitors.
Answer incoming telephone calls promptly and manage enquiries appropriately.
Book, amend, and cancel patient appointments using the clinical system.
Manage and triage patient requests to the most appropriate clinician or service.
Promote and support online services including online registration and appointment booking.
Respond to patient queries in person, by telephone, and electronically.
Ensure the reception area remains organised and professional.
Medical Administration and Secretarial Duties
Provide comprehensive secretarial and administrative support to GPs and clinicians.
Process referrals, letters, reports, and medical documentation accurately and within required timescales.
Type, proofread, and distribute clinical correspondence where required.
Process incoming and outgoing correspondence using the clinical system (workflow management).
Monitor and action clinical tasks, emails, and document workflows in a timely manner.
Liaise with hospitals, community services, pharmacies, and external healthcare providers regarding patient care and referrals.
Assist with processing insurance forms, medical reports, and other non-NHS documentation.
Maintain accurate electronic patient records and filing systems.
Ensure patient records and correspondence are filed correctly and securely.
Support the management of recall systems, referrals, follow-ups, and patient communications.
Process new patient registrations and deductions.
Support clinicians with administrative tasks and clinic preparation.
Ensure clinical rooms and administrative areas are appropriately stocked and maintained.
Receive, sort, and distribute incoming mail and prepare outgoing correspondence.
Provide administrative cover for colleagues during periods of sickness or annual leave.
Confidentiality
Maintain strict confidentiality regarding patient and practice information.
Access patient records on a need-to-know basis only.
Comply with GDPR, NHS confidentiality, and information governance policies.
Health and Safety
Follow practice Health & Safety and Infection Control procedures.
Maintain a clean, safe, and organised working environment.
Report risks, hazards, or incidents promptly.
Undertake mandatory training including safeguarding and infection prevention.
Equality and Diversity
Treat all patients, carers, and colleagues with dignity and respect.
Promote equality, diversity, and inclusion in all aspects of work.
Deliver a non-judgemental and patient-centred service.
Personal and Professional Development
Participate in annual appraisals and ongoing training.
Maintain and develop professional knowledge and skills.
Support team learning and development.
Quality and Governance
Maintain high standards of professionalism and quality.
Contribute to audits and quality improvement initiatives.
Follow all practice policies and procedures.
Manage workload effectively and prioritise tasks appropriately.
Communication
Communicate professionally with patients, colleagues, and external organisations.
Ensure accurate and timely communication of messages and information.
Support patients requiring alternative communication methods.
Person Specification
Experience Desirable
Previous administrative or secretarial experience Knowledge of medical terminology and NHS systems. Experience using EMIS, SystmOne, or similar clinical systems.
Knowledge and Skills Essential
Excellent communication and organisational skills. Good IT skills including Microsoft Office. Ability to work under pressure and maintain confidentiality.
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.
Employer details Employer name Church Road Surgery
Address Doctors Surgery
90 Church Road
Sheldon
Birmingham
B26 3TP
United Kingdom
Employer's website https://www.birmingham-doctors.co.uk/ (Opens in a new tab)