• Job Description

  Req#: A2297-25-0008?language=en&page=732&sort=publicationDateDesc

  Job summary

  We are currently recruiting for General Medical Administrators to join our growing and enthusiastic team of administrators here at Ashfields Primary Care Centre in Sandbach. These are dual roles, where your working hours are split between working within the Reception and Medical Secretary Team.

  Main duties of the job

  You will support the larger administrative team in delivering excellent care to our 28500 patient base. This General Medical Administrator role will cover the Reception and Medical Secretary Team.

  The hours for this role will be 37 hours a week spread over the following:

  Monday: off

  Tuesday: 08:00-18:00

  Wednesday:08:00-14:00

  Thursday: 08:00-18:00

  Friday: 09:00-18:00

  Saturday : 13:00-17:00

  Within the Reception team your main duties will include covering the phones in our phone room to book appointments and assist with patient queries, covering the front desks to check patients in and deal with any over the desk correspondence and complete any other administrative tasks that are required within the reception team.

  As part of the secretarial team your main duties will include typing and sending referral letters to secondary care and community services, assisting with the coordination of insurance reports, PIP forms, DVLA forms and Firearms certificates, and liaising with secondary care with regards to patient referrals and appointments.

  About us

  Ashfields is a large GP Practice based in Sandbach looking after around 28500 patients. We have a cohesive Clinical and Administrative team to be able to provide a versatile and accessible service for all.

  We are a progressive teaching practice and are highly involved in our local Primary Care Network. We encourage training and development, we strive to provide excellent patient care, and are happy to achieve high patient satisfaction scores.

  Details

  Date posted

  01 July 2025

  Pay scheme

  Other

  Salary

  £12.38 to £13.46 an hour

  Contract

  Permanent

  Working pattern

  Full-time

  Reference number

  A2297-25-0008

  Job locations

  Middlewich Road

  Sandbach

  Cheshire

  CW11 1EQ

  
  

  Job description

  Job responsibilities

  The following are core responsibilities of a General Medical Administrator covering the Reception and Medical Secretary role, there may be on occasion a requirement to carry out other tasks; this will be dependant on factors such as workload and staffing levels.

  Reception Duties:

  • Maintaining and monitoring the practice appointment system
  • Process personal, telephone and e-requests for appointments
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
  • Signpost patients to the correct service
  • Initiating contact with and responding to, requests from patients, team members and external agencies
  • support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
  • Action incoming emails when necessary
  • Photocopy documentation as required
  • Data entry of new and temporary registrations and relevant patient information as required
  • Input data into the patients healthcare records as necessary
  • Carry out system searches as requested
  • Monitor and maintain the reception area and notice boards
  • Support all clinical staff with general tasks as requested
  • Communicate verbally with patients, other agencies, other members of the Primary and Secondary Healthcare Teams, and practice staff, receiving and relaying messages in a courteous and efficient manner, deciding upon the appropriate course of action.
  • Maintain up to date skills and knowledge, and an awareness of patient-led service issues.
  • Plan and prioritise office workload, take appropriate steps to manage incoming and outgoing requests according to agreed timescales and deadlines.

  Secretarial Duties:

  Referrals:

  - Accurately process and send referrals via the NHS e-Referral Service (e-RS), ensuring all necessary clinical information is included.

  - Monitor and track referral progress and follow up as needed to ensure timely patient care.

  Insurance Reports & Subject Access Requests (SARs):

  - Complete and return medical reports for insurance companies in line with legal and practice protocols.

  - Process Subject Access Requests in accordance with GDPR and data protection regulations.

  - Redact confidential third-party or non-relevant information where appropriate.

  Clinical Liaison:

  - Work closely with GPs, nurses, consultants, and other healthcare professionals to support patient care and documentation needs.

  -Act as a point of contact for external providers and respond to administrative queries efficiently.

  Administrative Duties:

  - Manage incoming and outgoing correspondence, ensuring accurate documentation and prompt responses.

  - Maintain patient records and update clinical systems with relevant information.

  Confidentiality & Compliance:

  - Handle all information with the highest level of confidentiality and professionalism.

  -Ensure compliance with data protection, clinical governance, and organisational policies. (GDPR)

  Typing & Dictations:

  - Type clinical correspondence and documentation from digital dictation, ensuring accuracy, correct formatting, and use of medical terminology.

  -Prioritise urgent dictations and ensure timely completion.

  Job description

  Job responsibilities

  The following are core responsibilities of a General Medical Administrator covering the Reception and Medical Secretary role, there may be on occasion a requirement to carry out other tasks; this will be dependant on factors such as workload and staffing levels.

  Reception Duties:

  • Maintaining and monitoring the practice appointment system
  • Process personal, telephone and e-requests for appointments
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
  • Signpost patients to the correct service
  • Initiating contact with and responding to, requests from patients, team members and external agencies
  • support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
  • Action incoming emails when necessary
  • Photocopy documentation as required
  • Data entry of new and temporary registrations and relevant patient information as required
  • Input data into the patients healthcare records as necessary
  • Carry out system searches as requested
  • Monitor and maintain the reception area and notice boards
  • Support all clinical staff with general tasks as requested
  • Communicate verbally with patients, other agencies, other members of the Primary and Secondary Healthcare Teams, and practice staff, receiving and relaying messages in a courteous and efficient manner, deciding upon the appropriate course of action.
  • Maintain up to date skills and knowledge, and an awareness of patient-led service issues.
  • Plan and prioritise office workload, take appropriate steps to manage incoming and outgoing requests according to agreed timescales and deadlines.

  Secretarial Duties:

  Referrals:

  - Accurately process and send referrals via the NHS e-Referral Service (e-RS), ensuring all necessary clinical information is included.

  - Monitor and track referral progress and follow up as needed to ensure timely patient care.

  Insurance Reports & Subject Access Requests (SARs):

  - Complete and return medical reports for insurance companies in line with legal and practice protocols.

  - Process Subject Access Requests in accordance with GDPR and data protection regulations.

  - Redact confidential third-party or non-relevant information where appropriate.

  Clinical Liaison:

  - Work closely with GPs, nurses, consultants, and other healthcare professionals to support patient care and documentation needs.

  -Act as a point of contact for external providers and respond to administrative queries efficiently.

  Administrative Duties:

  - Manage incoming and outgoing correspondence, ensuring accurate documentation and prompt responses.

  - Maintain patient records and update clinical systems with relevant information.

  Confidentiality & Compliance:

  - Handle all information with the highest level of confidentiality and professionalism.

  -Ensure compliance with data protection, clinical governance, and organisational policies. (GDPR)

  Typing & Dictations:

  - Type clinical correspondence and documentation from digital dictation, ensuring accuracy, correct formatting, and use of medical terminology.

  -Prioritise urgent dictations and ensure timely completion.

  Person Specification

  Experience

  Essential

  • Experience of working with the General Public
  • Experience of administrative duties

  Desirable

  • Experience of working within a healthcare setting

  Qualifications

  Essential

  • Educated to GCSE level or Equivalent
  • GCSE Mathematics and English grade C or above (or equivalent)

  Desirable

  • AMSPAR Receptionists Qualification

  Skills

  Essential

  • Excellent communication skills both written and oral
  • Strong IT skills - you must be confident in using word, outlook and excel and be able to learn new software
  • Ability to work as part of a team and autonomously
  • Ability to follow policy and procedure
  • Problem solving and is able to use initiative

  Desirable

  • EMIS web awareness

  Person Specification

  Experience

  Essential

  • Experience of working with the General Public
  • Experience of administrative duties

  Desirable

  • Experience of working within a healthcare setting

  Qualifications

  Essential

  • Educated to GCSE level or Equivalent
  • GCSE Mathematics and English grade C or above (or equivalent)

  Desirable

  • AMSPAR Receptionists Qualification

  Skills

  Essential

  • Excellent communication skills both written and oral
  • Strong IT skills - you must be confident in using word, outlook and excel and be able to learn new software
  • Ability to work as part of a team and autonomously
  • Ability to follow policy and procedure
  • Problem solving and is able to use initiative

  Desirable

  • EMIS web awareness

  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

  Ashfields Primary Care Centre

  Address

  Middlewich Road

  Sandbach

  Cheshire

  CW11 1EQ

  
  

  Employer's website

  https://www.sandbachgps.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Ashfields Primary Care Centre

  Address

  Middlewich Road

  Sandbach

  Cheshire

  CW11 1EQ

  
  

  Employer's website

  https://www.sandbachgps.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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