First Contact Medical Administrator

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Churchill Medical Centre First Contact Medical Administrator

The closing date is 21 September 2026

Apply for this job

Job summary

Do you want to be part of your local community, helping patients get the right care in the right place by the right people? Are you kind, compassionate and enjoy a challenge?

At The Orchard Practice, Chessington and Churchill Medical Centre, Kingston, we are recruiting for a full and part-time, roles in our first contact administration team.

The team is responsible for dealing with patients face to face and over the telephone, ensuring they see the right member of our Practice team, as well as dealing with queries from patients and healthcare staff alike.

The world of General Practice is busy, often challenging, but also very rewarding. If you think you are the right person to join our team, please apply. All successful applicants will be subject to a DBS check.

Main duties of the job

1. Greet patients and visitors to the practice.

2. Book in patients and visitors in line with practice appointments and visitors procedures.

3. Respond and/or redirect all patient and visitor requests accordingly.

4. Ensure computerised appointment system is up to date.

5. Booking, amending and cancelling patient appointments.

6. Set-up of new patients onto the computer system, including amendment of new patient

7. Sort and distribute post and results for scanning or filing as appropriate

8. Completion of authorised prescriptions and their distribution

9. Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.

10. Ensure computerised links system is updated

Main duties of the job

Provide a warm and welcoming point of contact for the practice community

Assist in the smooth operation of the day-to-day running of front-of-house and telephone services

Proactively communicate information between relevant patients, carers, doctors, and other professionals

Ensure timely follow-up and action for patients

Deal with incoming queries from patients and third parties

Organise in-practice appointments, follow ups or other actions to provide high quality, compassionate care to our patient population

Specific shift pattern:

Monday Off

Tuesday 07:45 - 18:30

Wednesday 07:45 - 13:15

Thursday 07:45 - 13:00

Friday 07:45 - 18:30

About us

We offer all of our staff competitive rates of pay, NHS Pension Scheme, a corporate rewards package and career development opportunities.

Details

Date posted

08 September 2026

Pay scheme

Other

Salary

£12.71 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A2617-26-0012

Job locations

Churchill Medical Centre

Clifton Road

Kingston Upon Thames

Surrey

KT2 6PG

United Kingdom

Orchard Practice

Orchard Gardens

Chessington

Surrey

KT9 1AG

United Kingdom

Job description

Job responsibilities

Administration duties: scanning incoming post and patient communications

Manage any admin requests through ANIMA (Triage system) such as medical letters and report requests.

Assist with signposting patients to appropriate community or local services, alongside social prescribers.

Action and follow death protocol procedure allowing a smooth process for families or close relatives.

Manage incoming medical reports (medical record requests) from patients and third parties.

Assist with and ensure patients participate in local or national screening programmes.

Pro-actively ensure patients participate in vaccination opportunities such as flu, shingles, or childhood immunisations.

Organise and prioritise own workload.

Monitor tasks to ensure they are completed and care delivered through regular audit of the clinical system.

Directly liaise with multi-agencies to coordinate care for patients.

Support patients and carers; collect feedback on their experiences.

Support the PCN practices to deliver on QOF, KPIs and locally commissioned enhanced services.

Run 2WW audit

RIP letters

Email referrals

Chase SCP (tasks from Pharm)

Distribute and store deliveries of stock

Process patient registration queries, including GP2GP and deductions

Provide basic documentation to patients, such as statement of fact letters and medical record summaries

Promote and process use of online services, including proxy services

Respect and maintain privacy and dignity of patients; assure patient confidentiality at all times by documenting/adhering to patient consent requests

Job description

Job responsibilities

Administration duties: scanning incoming post and patient communications

Manage any admin requests through ANIMA (Triage system) such as medical letters and report requests.

Assist with signposting patients to appropriate community or local services, alongside social prescribers.

Action and follow death protocol procedure allowing a smooth process for families or close relatives.

Manage incoming medical reports (medical record requests) from patients and third parties.

Assist with and ensure patients participate in local or national screening programmes.

Pro-actively ensure patients participate in vaccination opportunities such as flu, shingles, or childhood immunisations.

Organise and prioritise own workload.

Monitor tasks to ensure they are completed and care delivered through regular audit of the clinical system.

Directly liaise with multi-agencies to coordinate care for patients.

Support patients and carers; collect feedback on their experiences.

Support the PCN practices to deliver on QOF, KPIs and locally commissioned enhanced services.

Run 2WW audit

RIP letters

Email referrals

Chase SCP (tasks from Pharm)

Distribute and store deliveries of stock

Process patient registration queries, including GP2GP and deductions

Provide basic documentation to patients, such as statement of fact letters and medical record summaries

Promote and process use of online services, including proxy services

Respect and maintain privacy and dignity of patients; assure patient confidentiality at all times by documenting/adhering to patient consent requests

Person Specification

Experience

Essential

• Demonstrable experience of working with patients

Desirable

• Experience of partnership/collaborative working and of building relationships across a variety of organisations
• Experience of working with or in general practice
• Working in a multi-disciplinary setting where influence and negotiation is required
• Experience of working with healthcare professionals and or previous experience in the NHS or social care or relevant field (including unpaid work)

Qualifications

Essential

• GCSE level maths and English or equivalent
• Demonstrable commitment to professional and personal
• development

Desirable

• NVQ Level 2 Business Administration (or relevant experience)

Person Specification

Experience

Essential

• Demonstrable experience of working with patients

Desirable

• Experience of partnership/collaborative working and of building relationships across a variety of organisations
• Experience of working with or in general practice
• Working in a multi-disciplinary setting where influence and negotiation is required
• Experience of working with healthcare professionals and or previous experience in the NHS or social care or relevant field (including unpaid work)

Qualifications

Essential

• GCSE level maths and English or equivalent
• Demonstrable commitment to professional and personal
• development

Desirable

• NVQ Level 2 Business Administration (or relevant experience)

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

Churchill Medical Centre

Address

Churchill Medical Centre

Clifton Road

Kingston Upon Thames

Surrey

KT2 6PG

United Kingdom

Employer's website

https://www.churchillmedicalcentre.com/ (Opens in a new tab)

Employer details

Employer name

Churchill Medical Centre

Address

Churchill Medical Centre

Clifton Road

Kingston Upon Thames

Surrey

KT2 6PG

United Kingdom

Employer's website

https://www.churchillmedicalcentre.com/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

HR Manager

Joanna Hoppe

[email protected]

Details

Date posted

08 September 2026

Pay scheme

Other

Salary

£12.71 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A2617-26-0012

Job locations

Churchill Medical Centre

Clifton Road

Kingston Upon Thames

Surrey

KT2 6PG

United Kingdom

Orchard Practice

Orchard Gardens

Chessington

Surrey

KT9 1AG

United Kingdom

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