Medical Administrator
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Baddeley Green Surgery Medical Administrator
The closing date is 06 November 2026
Job summary
PLEASE NOTE THIS IS A SURGERY BASED ROLE NOT A HYBRID OR REMOTE ROLE
An exciting opportunity has arisen at Baddeley Green Surgery for a part-time Medical Administrator, working 25 to 30 hours per week with cover until 6:30pm for sickness and holiday absence. We are looking for someone who has experience in Primary Care who is pro-active, enthusiastic self-motivated with experience in dealing with general administration duties, general public face to face and via telephone, who has working in a previous reception or customer service role.
Main duties of the job
To be responsible for undertaking a wide range of administration duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, referring patients, scanning and processing of information, completing basic non-opinion forms for the GP to approve and sign including Insurance Forms, Benefit Forms, PIP forms, DVLA, Gun Licenses etc and assisting patient's general enquiries as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers. Attendance at the Covid 19 vaccination clinics, dealing with patient queries regarding the Covid 19 vaccinations.
To provide effective high quality and responsive care appropriate and timely within a safe environment to meet the needs of our registered patients without restriction or discrimination, adhering to information governance regulations at all times.
To ensure all staff both clinical and non-clinical are aware and up to date with all relevant training for their roles, to ensure safe delivery of services to patients.
About us
Baddeley Green Surgery comprises of four General Practitioners with a compliment of clinical and administrative staff members. We are a friendly forward-thinking practice looking for a pro-active Administrator to compliment our team working in a friendly professional busy environment.
Details
Date posted
29 October 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A4124-26-0011
Job locations
988 Leek New Road
Stockton Brook
Stoke-on-trent
ST9 9PB
United Kingdom
Job description
Job responsibilities
a. Patient recalls
b. Carry out system searches as requested
c. Initiating contact with and responding to, requests from patients, team members and external agencies
d. Scanning and coding of patient related documentation and attaching scanned documents to patients healthcare records
e. Process personal, telephone and e-requests for appointments
f. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
g. Action direct requests for information i.e. SAR, Insurance/Solicitors letters and DVLA forms to the appropriate personnel
h. Action incoming emails/tasks as necessary in support of the secretarial team
i. Manage all queries as necessary in an efficient manner
j. Data input with attention to detail
k. Action incoming emails and online triage when necessary
l. Support reception staff making patients appointments
m. Dealing with medical records regarding Social Services and Safeguarding requests
n. Photocopy documentation as required
o. Data entry of new and temporary registrations and relevant patient information as required
p. Summarising and Input data into the patients healthcare records as necessary
q. Direct requests for information i.e. SAR, insurance/solicitors letters, DVLA, PIP and Benefit forms and DVLA forms etc
r. General administration duties, eg photocopying, filing, shredding etc
s. Maintain a clean, tidy, effective working area at all times
t. Support all clinical staff with general tasks as requested
u. Dealing with patients Covid 19 Vaccination queries
v. Attendance and duties required at the Covid Vaccination Clinic
w. Updating and reviewing practice policies and procedures
x. Searches and duties to support the Practice Manager
y. Undertaking Fire Alarm Testing and Water Analysis in accordance with the Legionnaires requirements
z. NHS App Ambassador
Job description
Job responsibilities
a. Patient recalls
b. Carry out system searches as requested
c. Initiating contact with and responding to, requests from patients, team members and external agencies
d. Scanning and coding of patient related documentation and attaching scanned documents to patients healthcare records
e. Process personal, telephone and e-requests for appointments
f. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
g. Action direct requests for information i.e. SAR, Insurance/Solicitors letters and DVLA forms to the appropriate personnel
h. Action incoming emails/tasks as necessary in support of the secretarial team
i. Manage all queries as necessary in an efficient manner
j. Data input with attention to detail
k. Action incoming emails and online triage when necessary
l. Support reception staff making patients appointments
m. Dealing with medical records regarding Social Services and Safeguarding requests
n. Photocopy documentation as required
o. Data entry of new and temporary registrations and relevant patient information as required
p. Summarising and Input data into the patients healthcare records as necessary
q. Direct requests for information i.e. SAR, insurance/solicitors letters, DVLA, PIP and Benefit forms and DVLA forms etc
r. General administration duties, eg photocopying, filing, shredding etc
s. Maintain a clean, tidy, effective working area at all times
t. Support all clinical staff with general tasks as requested
u. Dealing with patients Covid 19 Vaccination queries
v. Attendance and duties required at the Covid Vaccination Clinic
w. Updating and reviewing practice policies and procedures
x. Searches and duties to support the Practice Manager
y. Undertaking Fire Alarm Testing and Water Analysis in accordance with the Legionnaires requirements
z. NHS App Ambassador
Person Specification
Qualifications
Essential
- Educated to GCSE or equivalent A to C in English and Maths
Desirable
- NVQ Customer Service
- AMSPAR Qualification
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working with Microsoft Packages
Desirable
- Experience of working in a health care setting
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- EMIS System awareness
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Ability to remain calm and professional in a busy environment
- Problem solving & analytical skills
- Ability to follow policy and procedure
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other Requirements of the Post
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Qualifications
Essential
- Educated to GCSE or equivalent A to C in English and Maths
Desirable
- NVQ Customer Service
- AMSPAR Qualification
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working with Microsoft Packages
Desirable
- Experience of working in a health care setting
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- EMIS System awareness
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Ability to remain calm and professional in a busy environment
- Problem solving & analytical skills
- Ability to follow policy and procedure
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other Requirements of the Post
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
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
Baddeley Green Surgery
Address
988 Leek New Road
Stockton Brook
Stoke-on-trent
ST9 9PB
United Kingdom
Employer's website
https://www.baddeleygreensurgery.com/ (Opens in a new tab)
Employer details
Employer name
Baddeley Green Surgery
Address
988 Leek New Road
Stockton Brook
Stoke-on-trent
ST9 9PB
United Kingdom
Employer's website
https://www.baddeleygreensurgery.com/ (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Practice Manager
Julie Downie
01782544466
Details
Date posted
29 October 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A4124-26-0011
Job locations
988 Leek New Road
Stockton Brook
Stoke-on-trent
ST9 9PB
United Kingdom
Supporting documents
Privacy notice
Baddeley Green Surgery's privacy notice (opens in a new tab)
Support links
© Crown copyright
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