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Ivy Medical Group

Medical Administrator

The closing date is 30 December 2025

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Job summary

The Ivy Medical Group are looking for a part time Medical Administrator to join our team.

Experience required in patient/customer facing roles, competent in dealing with patient queries, telephone calls and administration.

Working in a healthcare setting would be desirable but not essential.

Main duties of the job

To be responsible for undertaking a wide range of medical administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner to patients records, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS). Be part of a team providing healthcare to our patients which can range from reception duties, dealing with patient queries, arranging appointments, processing information received from other healthcare providers to patients records and other administrative work required in a GP Surgery.

About us

The practice is a friendly, supportive practice serving a population of around 6500 patients in a lovely rural village.

Committed to providing outstanding care, offering the very best, courteous, accessible, and responsive services to all of our patients, families and carers.

We offer:

A comprehensive induction programme

5.6 weeks annual leave (includes bank holidays)

No weekend or Bank Holiday work

Join the NHS Pension scheme, receiving 23% employer contributions

Continuous training

On site parking

Details

Date posted

02 December 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A3721-25-0023

Job locations

4 Wheatsheaf Court

Burton Joyce

Nottingham

Nottinghamshire

NG14 5EA


4 Lambley Lane

Burton Joyce

Nottingham

NG14 5BG


Job description

Job responsibilities

The following are the core responsibilities of the Medical Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

  • Provide an efficient and professional administrative service to support the delivery of high-quality patient care.

  • Maintain patient records in accordance with confidentiality, information governance, and data protection requirements.

  • Inputting data into the patients healthcare records as necessary, clinically coding data on SystmOne.

  • Support clinical teams by preparing documentation, correspondence, and reports as required.

  • Process referrals, results, and clinical information, ensuring all actions are completed within agreed timeframes.

  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.

  • When required provide reception and front-of-house duties, including patient check-in, signposting, and assisting with access needs.

  • Processing requests for information i.e. Subject Access Requests, insurance/solicitorsletters and DVLA forms.

  • Scanning of patient related documentation and attaching scanned documents to patients healthcare records.

  • When required answering incoming phone calls and dealing with the callers requests appropriately.

  • Assist with the management of incoming and outgoing mail, emails, and telephone calls, ensuring all communication is recorded and directed appropriately.

  • Participate in team meetings, service improvement initiatives, and training to support continuous development.

  • Ensure compliance with practice policies, including infection prevention and control, safeguarding, and health and safety.

  • Escalate issues or concerns to the relevant manager to support safe and effective service delivery.

  • Carrying out system searches as requested.

  • Support reception team, providing cover during staff absence

  • Managing all enquires in an effective manner.

  • Actioning all incoming email.

  • As required complete opening and closing procedures in accordance with the duty rota.

    • Job description

    Job responsibilities

    The following are the core responsibilities of the Medical Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

  • Provide an efficient and professional administrative service to support the delivery of high-quality patient care.

  • Maintain patient records in accordance with confidentiality, information governance, and data protection requirements.

  • Inputting data into the patients healthcare records as necessary, clinically coding data on SystmOne.

  • Support clinical teams by preparing documentation, correspondence, and reports as required.

  • Process referrals, results, and clinical information, ensuring all actions are completed within agreed timeframes.

  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.

  • When required provide reception and front-of-house duties, including patient check-in, signposting, and assisting with access needs.

  • Processing requests for information i.e. Subject Access Requests, insurance/solicitorsletters and DVLA forms.

  • Scanning of patient related documentation and attaching scanned documents to patients healthcare records.

  • When required answering incoming phone calls and dealing with the callers requests appropriately.

  • Assist with the management of incoming and outgoing mail, emails, and telephone calls, ensuring all communication is recorded and directed appropriately.

  • Participate in team meetings, service improvement initiatives, and training to support continuous development.

  • Ensure compliance with practice policies, including infection prevention and control, safeguarding, and health and safety.

  • Escalate issues or concerns to the relevant manager to support safe and effective service delivery.

  • Carrying out system searches as requested.

  • Support reception team, providing cover during staff absence

  • Managing all enquires in an effective manner.

  • Actioning all incoming email.

  • As required complete opening and closing procedures in accordance with the duty rota.

    • Person Specification

    Personal qualities

    Essential

    • Polite and confident
    • Flexible and cooperative
    • Motivated
    • Attention to detail
    • Forward thinker
    • High levels of integrity and loyalty
    • Sensitive and empathetic
    • Ability to work under pressure

    Experience

    Essential

    • Experience of working with the general public (1-2 years)
    • Experience of administrative duties (1-2 years)

    Desirable

    • Experience of working in a healthcare setting i.e. primary care, GP Practice.

    Qualifications

    Essential

    • Educated to GCSE level or equivalent
    • GCSE Mathematics and English (Level 4, Grade C or above)

    Desirable

    • NVQ Level 2 in Health and Social Care

    Other requirements

    Essential

    • Good interpersonal and communication skills
    • Clear Disclosure Barring Service (DBS) check

    Desirable

    • Flexibility to work outside of core office hours if required.

    Skills

    Essential

    • Excellent communication skills (written and oral)
    • Strong IT skills
    • Clear, polite telephone manner
    • Competent in the use of Office and Outlook
    • Effective time management (planning and organising)
    • Ability to work as a team member and autonomously
    • Good interpersonal skills
    • Problem solving and analytical skills
    • Ability to follow policy and procedure

    Desirable

    • SystmOne user skills
    Person Specification

    Personal qualities

    Essential

    • Polite and confident
    • Flexible and cooperative
    • Motivated
    • Attention to detail
    • Forward thinker
    • High levels of integrity and loyalty
    • Sensitive and empathetic
    • Ability to work under pressure

    Experience

    Essential

    • Experience of working with the general public (1-2 years)
    • Experience of administrative duties (1-2 years)

    Desirable

    • Experience of working in a healthcare setting i.e. primary care, GP Practice.

    Qualifications

    Essential

    • Educated to GCSE level or equivalent
    • GCSE Mathematics and English (Level 4, Grade C or above)

    Desirable

    • NVQ Level 2 in Health and Social Care

    Other requirements

    Essential

    • Good interpersonal and communication skills
    • Clear Disclosure Barring Service (DBS) check

    Desirable

    • Flexibility to work outside of core office hours if required.

    Skills

    Essential

    • Excellent communication skills (written and oral)
    • Strong IT skills
    • Clear, polite telephone manner
    • Competent in the use of Office and Outlook
    • Effective time management (planning and organising)
    • Ability to work as a team member and autonomously
    • Good interpersonal skills
    • Problem solving and analytical skills
    • Ability to follow policy and procedure

    Desirable

    • SystmOne user skills

    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

    Ivy Medical Group

    Address

    4 Wheatsheaf Court

    Burton Joyce

    Nottingham

    Nottinghamshire

    NG14 5EA


    Employer's website

    https://www.ivymedicalgroup.co.uk (Opens in a new tab)

    Employer details

    Employer name

    Ivy Medical Group

    Address

    4 Wheatsheaf Court

    Burton Joyce

    Nottingham

    Nottinghamshire

    NG14 5EA


    Employer's website

    https://www.ivymedicalgroup.co.uk (Opens in a new tab)

    Employer contact details

    For questions about the job, contact:

    Practice Manager

    Melanie Maddock

    melanie.maddock@nhs.net

    01159312500

    Details

    Date posted

    02 December 2025

    Pay scheme

    Other

    Salary

    Depending on experience

    Contract

    Permanent

    Working pattern

    Part-time

    Reference number

    A3721-25-0023

    Job locations

    4 Wheatsheaf Court

    Burton Joyce

    Nottingham

    Nottinghamshire

    NG14 5EA


    4 Lambley Lane

    Burton Joyce

    Nottingham

    NG14 5BG


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