Medical Administrator

About the Role

Medical Administrator

Reporting To: Administration Supervisor / Practice Manager

 

Job Type: Full-time Working hours would be between 8.30am - 6.30pm. A typical shift pattern could be 8.30-4.30/9-5/9.30-5.30pm. 

Duration: Permanent

Job Purpose

The Medical Administrator will provide a comprehensive, accurate, and efficient administrative service in support of the multidisciplinary team.

The successful candidate will be responsible for maintaining patient records, managing appointment systems, processing referrals, and ensuring compliance with all relevant governance, regulatory, and data protection requirements.

Key Responsibilities

Patient Communication and Enquiries

• Handle all incoming telephone, email, and written enquiries professionally and efficiently.
• Provide accurate information regarding clinic services, appointments, and patient pathways.
• Direct calls and correspondence to the appropriate team member when required.

Records and Appointment Management

• Maintain and update patient records, clinical results, and correspondence accurately on the clinic management system.
• Scan and upload patient documentation promptly and accurately.
• Schedule new patient consultations and manage appointment diaries for consultants and nursing staff.
• Rearrange appointments where necessary and ensure patients are kept informed of any changes.

Referrals and External Liaison

• Process Red Flag referrals in accordance with clinic procedures and required timescales.
• Liaise professionally with General Practitioners (GPs) and external healthcare providers.
• Maintain accurate records of all referrals and related correspondence.

Information Governance and Compliance

• Ensure all patient information is handled in accordance with Data Protection legislation and clinic policies.
• Maintain strict confidentiality at all times.
• Support compliance with RQIA minimum standards and Independent Healthcare Regulations (Northern Ireland) 2005.
• Report faulty equipment immediately and ensure it is removed from service where appropriate.
• Adhere to Health & Safety regulations, clinic policies, and local operating procedures.
• Report incidents and near misses in line with clinic policy and HSE requirements.

General Duties

• Provide administrative cover and support for colleagues as required.
• Participate actively in team meetings and training programmes.
• Undertake any other duties reasonably requested by the management team.

Person Specification

Essential Criteria

Qualifications

• Minimum of 5 GCSEs (or equivalent), including English and Maths.

Experience

• At least 2 years' recent experience within a busy medical or healthcare administration environment.

Skills & Knowledge

• Strong IT proficiency.
• Excellent written and verbal communication skills.
• Accurate data entry and record-keeping abilities.
• Ability to manage workload effectively and meet deadlines.

Personal Attributes

• Well organised and methodical approach to work.
• Excellent time management skills.
• Ability to use initiative and work independently.
• Strong multitasking and prioritisation skills.
• Professional and patient-focused attitude.