Senior Administrator / Medical Secretary
Job Description
Job summary
We are seeking a highly organised, proactive, and innovative Senior Administrator to provide comprehensive administrative and operational support to the clinical team and wider practice. The successful candidate will possess excellent communication, organisational, and IT skills, with the ability to work independently, identify opportunities for service improvement, and contribute positively to the efficient running of the practice.
This role requires a professional individual who can effectively manage multiple priorities, maintain strict confidentiality, embrace digital systems and technologies, and support the delivery of high-quality patient services.
Main duties of the job
Provide comprehensive audio and copy typing, word processing, and administrative support, producing accurate correspondence, reports, referrals, meeting minutes, and other documentation. Support the Practice Manager and wider team with diary management, appointment scheduling, meetings, and general administration.
Maintain efficient filing and electronic record systems, process medical and insurance records requests, handle telephone enquiries professionally, and assist with data collection, reporting, audits, and performance information. Provide cross-cover for colleagues as required.
Use clinical systems, Microsoft Office, and digital tools confidently to maintain accurate records, support new technologies, improve administrative processes, and contribute to service development and quality improvement initiatives.
Build positive relationships with patients, colleagues, and external organisations, communicating professionally and promoting a collaborative, patient-centred culture.
Maintain strict confidentiality and comply with GDPR, data protection, and practice policies. Adhere to Health & Safety, Infection Prevention and Control, and Safeguarding requirements, reporting risks and completing mandatory training.
Promote equality, diversity, and inclusion, treating everyone with dignity and respect. Participate in appraisal and continuous professional development, maintaining the knowledge and skills required to deliver an efficient, high-quality administrative service.
About us
Picton Medical Centre is a patient-focused general practice based in the heart of Manningham, Bradford. We are dedicated to providing high-quality, compassionate healthcare to our diverse local community, delivering evidence-based care while building lasting relationships with our patients in a welcoming and supportive environment.
Our team includes experienced GPs, Advanced Nurse Practitioners (ANPs), Physician Associate, Healthcare Assistants (HCAs), nurses, reception/care navigators, and administrative staff who work collaboratively to provide the best possible patient care. We value teamwork, respect, professionalism, and continuous learning, creating a positive workplace where everyone is supported to succeed.
At Picton Medical Centre, we offer a friendly and inclusive culture, modern facilities, and opportunities for ongoing professional development.
Joining our team means becoming part of a practice that values its people, supports their development, and is committed to making a positive difference to the health and wellbeing of the Manningham and wider Bradford community.
Job responsibilities
Job Summary
We are seeking a highly organised, proactive, and innovative Senior Administrator to provide comprehensive administrative and operational support to the clinical team and wider practice. The successful candidate will possess excellent communication, organisational, and IT skills, with the ability to work independently, identify opportunities for service improvement, and contribute positively to the efficient running of the practice.
This role requires a professional individual who can effectively manage multiple priorities, maintain strict confidentiality, embrace digital systems and technologies, and support the delivery of high-quality patient services.
Key ResponsibilitiesAdministrative and Operational Support
- Provide a comprehensive audio typing, copy typing, and word processing service, ensuring the accurate and timely production of correspondence, reports, patient referrals, meeting minutes, memoranda, and other documentation.
- Deliver efficient administrative support to the Practice Manager, clinical teams, and wider practice staff.
- Manage appointment bookings, admissions, and scheduling requirements as necessary.
- Coordinate meetings, including arranging venues, preparing agendas, distributing documentation, and recording accurate minutes and actions.
- Develop, maintain, and continuously improve administrative and filing systems to ensure information is accessible, secure, and compliant with data protection requirements.
- Retrieve, process, and support the completion of medical and insurance records requests.
- Handle incoming and outgoing telephone communications professionally, responding to enquiries, taking messages, and directing requests appropriately.
- Gather, analyse, and present statistical and management information to support service delivery.
- Provide cross-cover and support to administrative colleagues during periods of absence.
Digital and IT Responsibilities
- Demonstrate advanced IT skills and confidence in using clinical systems, Microsoft Office applications, databases, email platforms, and digital communication tools.
- Maintain accurate electronic records and ensure data quality across all systems.
- Support the implementation of new technologies, digital processes, and system improvements within the practice.
- Identify opportunities to streamline administrative processes through innovative use of technology and automation.
- Assist in the production of reports, audits, and performance data using practice systems.
Continuous Improvement and Innovation
- Take a proactive approach to identifying opportunities for service improvement, efficiency gains, and enhanced patient experience.
- Contribute ideas and solutions that support organisational development and operational effectiveness.
- Participate in quality improvement initiatives, audits, and practice development projects.
- Support the practice in adapting to changing healthcare requirements, technologies, and working practices.
Communication and Stakeholder Engagement
- Build effective working relationships with colleagues, patients, carers, healthcare professionals, and external organisations.
- Communicate professionally and sensitively, adapting communication methods to meet individual needs.
- Promote a positive, collaborative, and patient-focused culture within the practice.
Confidentiality
The post-holder will have access to sensitive patient, staff, and business information and must maintain the highest standards of confidentiality at all times. All information must be handled in accordance with GDPR, data protection legislation, practice policies, and professional standards.
Health, Safety and Safeguarding
The post-holder will:
- Promote and maintain safe working practices.
- Comply with Health & Safety, Infection Prevention and Control, and Safeguarding policies.
- Report risks, hazards, incidents, and concerns promptly.
- Maintain clean, safe, and secure working environments.
- Complete mandatory training and updates as required.
Equality, Diversity and Inclusion
The post-holder will:
- Promote equality, diversity, and inclusion in all aspects of their work.
- Treat patients, carers, colleagues, and visitors with dignity, respect, and fairness.
- Support an inclusive environment that values diversity and individual differences.
Personal and Professional Development
The post-holder will:
- Participate fully in appraisal, supervision, and performance review processes.
- Take responsibility for their own learning and professional development.
- Maintain and develop knowledge, skills, and competencies relevant to the role.
- Share knowledge and support colleagues where appropriate.
Quality and Governance
The post-holder will:
- Contribute to maintaining and improving quality standards across the practice.
- Take responsibility for their own performance and professional conduct.
- Support audits, service reviews, and quality improvement initiatives.
- Work collaboratively with internal and external stakeholders to support patient care and organisational objectives.
Person SpecificationEssentialQualifications
- Good standard of general education.
- GCSE (or equivalent) Mathematics and English.
- GCSE (or equivalent) in at least three additional subjects.
Experience
- Previous experience in a senior administrative, secretarial, or office management ...
