About this role
Job summary
This post provides an opportunity to join Shotfield Medical Practice as a key member of the administrative team, supporting the delivery of high-quality patient care. The role involves working closely with GPs, nurses, and other healthcare professionals to ensure the smooth and efficient running of daily practice operations.
The successful candidate will act as an important first point of contact for patients, providing a professional and supportive service while helping to coordinate patient needs and clinical administration. This is a varied role within a busy primary care environment, requiring flexibility, accuracy, and a strong commitment to patient care and confidentiality.
Main duties of the job
The post holder will be responsible for providing efficient and professional administrative support within the practice, ensuring smooth day-to-day operations and high standards of patient service.
Key duties include managing patient communications via telephone, email, and face-to-face interactions, taking messages, and directing queries appropriately. You will book referrals, process correspondence, and support the coordination of appointments and patient services.
The role involves maintaining accurate and up-to-date patient records using clinical systems such as EMIS, including coding, summarising notes, and processing clinical information, test results, and prescriptions.
You will liaise with a range of external organisations including hospitals, community services, and other healthcare providers to support continuity of patient care.
General administrative tasks such as filing, scanning, photocopying, and handling incoming and outgoing mail will also form part of the role, along with ensuring confidentiality and adherence to practice policies at all times.
About us
Shotfield Medical Practice is an NHS GP practice providing primary care services to approximately 13,000 registered patients. We are located within a shared health centre alongside other GP practice and a range of community and hospital-based services, supporting an integrated model of care.
Our multidisciplinary team works closely within the Primary Care Network (PCN) and includes GPs, nurses, administrative staff, physician associates, GP assistants, pharmacists, physiotherapists, health coaches, and social prescribers. This collaborative approach ensures patients receive holistic, coordinated care.
We pride ourselves on a supportive, friendly, and professional working environment where teamwork, respect, and open communication are key values. Staff work closely together across roles and services, contributing to a positive and efficient workplace culture focused on high-quality patient care.
We are committed to staff development, training, and wellbeing, offering opportunities to learn and grow within primary care. Working at Shotfield Medical Practice provides the opportunity to be part of a dynamic, evolving team delivering patient-centred care within a supportive PCN structure.
Job description Job responsibilities
The post holder will provide comprehensive administrative and secretarial support to Shotfield Medical Practice, contributing to the efficient and effective delivery of primary care services to patients.
The role involves being a first point of contact for patients, handling telephone and email enquiries, taking messages, and directing patients to appropriate services. You will support the booking of referrals and appointments, process correspondence, and ensure accurate and timely maintenance of patient records using clinical systems such as EMIS, Docman, Ardens, and AccuRx.
Duties also include summarising notes, coding clinical information, processing test results, and supporting prescription workflows in line with practice protocols.
The post holder will liaise with external healthcare organisations including hospitals and community services, and undertake general administrative tasks such as filing, scanning, photocopying, and mail handling, ensuring confidentiality and compliance with NHS standards at all times.
Person Specification
Skills, knowledge, and personal attributes Essential
Essential Additional Criteria Excellent verbal and written communication skills. Strong organisational skills with the ability to prioritise workload and meet deadlines. Ability to work independently and as part of a multidisciplinary team. High level of accuracy and attention to detail. Professional, courteous, and patient-focused approach. Ability to maintain confidentiality and handle sensitive information appropriately. Good interpersonal skills and the ability to build effective working relationships. Flexible and adaptable, with the ability to respond to changing demands within a busy practice environment. Commitment to equality, diversity, and providing high standards of patient care.
Desirable
Desirable Additional Criteria Knowledge of NHS primary care services and patient pathways. Understanding of medical terminology. Awareness of CQC standards and information governance requirements in general practice. Willingness to undertake further training and professional development.
Experience Essential
Previous experience in an administrative, secretarial, or receptionist role. Experience of working in a busy environment and managing competing priorities. Experience of dealing with members of the public and providing excellent customer service. Experience of handling sensitive or confidential information appropriately. Experience using computer systems and standard Microsoft Office applications (Word, Outlook and Excel).
Desirable
Previous experience working in a GP practice, primary care, or NHS setting. Experience using EMIS Web and other clinical systems such as Docman, Ardens, or AccuRx. Experience of processing referrals and managing clinical correspondence. Experience of medical records summarising and clinical coding. Experience supporting a multidisciplinary healthcare team.
Qualifications Essential
Good standard of general education, including GCSEs (or equivalent) in English and Maths (Grade C/Level 4 or above), or equivalent experience. Competent IT skills
Desirable
NVQ Level 2 or 3 in Business Administration, Medical Administration, or an equivalent qualification. Qualification or training in medical administration, customer service, or practice administration. Evidence of relevant continuing professional development.
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 Shotfield Medical Practice
Address Shotfield Medical Practice
Shotfield
Wallington
Surrey
SM6 0HY
United Kingdom
Employer's website https://www.shotfieldmedicalpractice.co.uk/ (Opens in a new tab)