Medical Administrative Coordinator

We are looking for a friendly, organised, and proactive individual to join our supportive and welcoming team. This is a varied and rewarding role combining patient-facing responsibilities with essential prescription and clinical administrative duties.

As a key member of our team, you will be the first point of contact for patients, helping them access the right services while also supporting the safe and efficient management of prescriptions and medicines.

If you enjoy working in a fast-paced healthcare environment and are passionate about delivering excellent patient care, we would love to hear from you.

Main duties of the job

Patient Services & Care Navigation

• Welcoming patients at reception and handling telephone enquiries
• Booking, amending, and cancelling appointments
• Responding to patient queries and directing them to the most appropriate service
• Delivering excellent customer service at all times
• Processing repeat prescription requests in line with practice procedures
• Ensuring all requests are completed within 48 hours
• Supporting clinicians with prescription queries and urgent requests
• Maintaining accurate and up-to-date patient medication records
• Liaising with pharmacies, district nurses, and other healthcare professionals

Dispensary & Clinical Administration

• Assisting with medication preparation and dispensary tasks
• Managing clinical documents and workflows (e.g. Docman)
• Monitoring and responding to the Medicines Team inbox
• Processing incoming post, patient updates, and change requests
• Running reports, searches, and supporting service improvements
• Organising patient monitoring such as blood tests and reviews

About us

We are a well-established GP training practice providing primary care services to approximately 12,500 patients across two sites in Hughenden Valley & Prestwood.

Our multidisciplinary team comprises four GP partners, two salaried GPs, and two GP registrars, supported by a full complement of experienced clinical and administrative staff. As a training practice, we are committed to education, professional development, and maintaining high standards of clinical care.

We are dedicated to delivering safe, effective, and patient centred services, and we pride ourselves on fostering a supportive and collaborative working environment for all members of the team.

Job responsibilities

Patient Services & Care Navigation

• Welcoming patients at reception and handling telephone enquiries
• Booking, amending, and cancelling appointments
• Responding to patient queries and directing them to the most appropriate service
• Delivering excellent customer service at all times
• Processing repeat prescription requests in line with practice procedures
• Ensuring all requests are completed within 48 hours
• Supporting clinicians with prescription queries and urgent requests
• Maintaining accurate and up-to-date patient medication records
• Liaising with pharmacies, district nurses, and other healthcare professionals

Dispensary & Clinical Administration

• Assisting with medication preparation and dispensary tasks
• Managing clinical documents and workflows (e.g. Docman)
• Monitoring and responding to the Medicines Team inbox
• Processing incoming post, patient updates, and change requests
• Running reports, searches, and supporting service improvements
• Organising patient monitoring such as blood tests and reviews

Team Support

• Supporting colleagues across the practice when required
• Covering team members during absence
• Undertaking training to develop your skills
• Carrying out general administrative duties as needed

Person Specification Personal Attributes

• Professional, approachable and empathetic manner.
• Reliable and dependable.
• Proactive with a willingness to take initiative.
• Commitment to patient confidentiality and high standards of care.

Experience

• Excellent communication and interpersonal skills
• Strong organisational skills with the ability to prioritise workload
• High level of accuracy and attention to detail
• Ability to work under pressure in a busy environment
• Confident IT skills and willingness to learn new systems
• A team player with a flexible and positive attitude
• Desirable Skills and Experience
• Previous experience in a GP practice, pharmacy, or healthcare setting
• Knowledge of repeat prescription processes
• Experience using clinical systems (e.g. EPS, Docman, ICE)

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.