Administrator

The University of Nottingham Health Service is recruiting two full-time staff members - a Medical Secretary and an Administrator - to support the safe and efficient running of its GP practice. The closing date for applications is 10 July 2026.

Responsibilities Medical Secretary duties

• Process referrals (routine and urgent) accurately and within required timescales
• Manage referral tracking, liaising with hospitals, external providers, and patients
• Prepare and process clinical correspondence (letters, reports, and emails)
• Workflow incoming documents, ensuring items are directed to the appropriate clinician
• Code and file correspondence within patient records to maintain high data quality
• Support clinicians with administrative queries and patient pathway coordination
• Assist with results processing and recall administration, ensuring appropriate follow up
• Assist with registration, deductions, and general patient record management
• Support document management, scanning, and audit processes

Administrator duties

• Manage clinical workflow, including processing incoming documents, emails, and tasks within agreed timeframes
• Review and action documentation by prioritising, coding, and directing items to the appropriate clinician or service
• Complete patient record summarising, ensuring key clinical information is accurately recorded and coded
• Maintain high standards of coding to support clinical care, recalls, and reporting
• Support results processing and recall administration, ensuring appropriate follow up
• Assist with registration, deductions, and general patient record management
• Support document management, scanning, and audit processes

Shared responsibilities / Cross-Over

• Work collaboratively across administrative functions to support service delivery
• Provide cover for workflow, summarising, and secretarial tasks during peak demand or staff absence
• Assist with results processing, recalls, and general administrative duties as required
• Ensure urgent clinical information is prioritised and processed within agreed timescales
• Maintain accuracy, confidentiality, and high standards of patient record keeping

General responsibilities

• Work flexibly as part of a multidisciplinary team in a busy practice environment
• Follow practice protocols, policies, and governance requirements
• Contribute to continuous improvement, audits, and safe working practices
• Use practice systems (EMIS) effectively and ensure data quality standards are met

Person Specification Qualifications

• GCSE grade AC (or equivalent) in English and Maths
• Evidence of continuous professional development
• Experience in general practice or NHS setting
• Experience using EMIS or similar clinical systems
• Experience of medical terminology, coding, or patient record summarising

Experience

• Previous experience working in a busy administrative environment
• Experience of managing and prioritising workload under pressure
• Experience of working with confidential and sensitive information
• Experience of using IT systems, including Microsoft Office (Word, Outlook, Excel)
• Experience of using clinical systems such as EMIS
• Experience of processing referrals or medical correspondence
• Experience of patient record summarising or data entry within healthcare records
• Experience of managing clinical workflow or document management systems
• Experience working in a patient-facing or customer service environment

Skills

• Excellent organisational skills, with the ability to prioritise and manage competing demands
• Strong attention to detail, particularly when processing information and updating records
• Good written and verbal communication skills
• Ability to work both independently and as part of a team
• Ability to follow processes and work in a structured way (e.g. workflow protocols and document handling)
• Ability to work confidently with multiple IT systems and adapt to new processes
• Strong keyboard skills, including typing or audio typing (for Secretary role)
• Ability to identify and prioritise urgent clinical information appropriately

Personal attributes

• Flexible and adaptable, with a willingness to support different areas of the administrative team
• Calm and professional approach when working in a fast paced environment
• Reliable, punctual, and able to meet deadlines
• Positive team player with a proactive attitude
• Commitment to maintaining high standards of patient care and safety
• Enthusiastic and willing to learn new skills within a healthcare environment
• Able to work flexibly across different administrative functions (e.g. workflow, summarising, secretarial)
• Interest in developing knowledge in clinical administration and patient safety processes

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 name

The University of Nottingham Health Service