Primary Care Management Solutions Ltd

Medical Administrator

The closing date is 22 March 2026

Job summary

Brentford Family Practice, based at Brentford Health Centre, is seeking a reliable and highly organised Medical Administrator to support both clinical and administrative functions. The role involves managing incoming clinical correspondence via SystmOne, accurately scanning and coding patient documents, processing medical reports, and ensuring timely allocation to the appropriate clinicians. You will be responsible for maintaining up-to-date patient records, handling administrative queries, liaising with hospitals and external healthcare providers, and supporting workflow processes to ensure continuity of care.

While the role is primarily back-office focused, occasional reception support may be required during busy periods. Strong organisational skills, attention to detail, confidentiality, and effective communication are essential.

Please note: This role is open only to UK citizens with a minimum of 5 years UK work experience

Main duties of the job

The role involves managing incoming clinical correspondence through SystmOne, ensuring all documents are accurately coded and distributed to the appropriate clinicians. Responsibilities include scanning and maintaining patient records, processing medical reports and letters, and liaising with hospitals, community services, and other external healthcare providers. The position requires maintaining high levels of data accuracy, confidentiality, and adherence to GDPR, while supporting efficient administrative workflows to ensure smooth patient care delivery. Occasional reception support may also be required, including handling calls and assisting with patient queries.

About us

Brentford Family Practice is a primary care GPsurgerylocated atBrentford Health Centre, Boston Manor Road, Brentford, TW8 8DS, providing NHS general medical services to patients in the local community. The practice delivers a wide range of primary healthcare services including GP consultations, chronic disease management, vaccinations, screening services, and health checks. It also works closely with multidisciplinary healthcare professionals such as practice nurses, healthcare assistants, pharmacists, and administrative staff to support patient care.

The practice aims to provide accessible, patient-centred care and has introduced digital systems such asSystmConnectto enable patients to request appointments and administrative support online, helping clinicians prioritise patients based on clinical need and improve access to care.

Brentford Family Practice serves a diverse patient population and works collaboratively with local NHS organisations and community services to ensure patients receive timely, coordinated care. Thesurgeryoperates Monday to Friday with additional availability for patients through extended access services and online NHS platforms.

Date posted

17 March 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

E0054-26-0004BFP

Job locations

Brentford Health Centre

Boston Manor Road

Brentford

Middlesex

TW8 8DS

Job description

Job responsibilities

The following are the core responsibilities of the 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:

a. Receive correspondence from external agencies and process accordingly

b. Scanning documents to the relevant software programme and logging them

c. Filtering documents suitably according to need and passing to the relevant clinicians to read and action

d. Initiating contact with and responding to, requests from patients, team members and external agencies

e. Photocopy documentation as required

f. Support administrative staff, providing cover during staff absences

g. Input data into the patients healthcare records as necessary

h. Manage all queries as necessary in an efficient manner

i. Maintain a clean, tidy, effective working area at all times

j. Support all clinical staff with general tasks as requested

k. Completion of administrative tasks in relation to patient results and letters

Secondary Responsibilities

In addition to the primary responsibilities, the receptionist may be requested to:

a. Maintaining and monitoring the practice appointment system

b. Process personal, telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Signpost patients to the correct service

e. Partake in audit as directed by the audit lead

f. Action incoming faxes when necessary

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

h. Complete opening and closing procedures in accordance with the duty rota

Job description

Job responsibilities

a. Receive correspondence from external agencies and process accordingly

b. Scanning documents to the relevant software programme and logging them

c. Filtering documents suitably according to need and passing to the relevant clinicians to read and action

d. Initiating contact with and responding to, requests from patients, team members and external agencies

e. Photocopy documentation as required

f. Support administrative staff, providing cover during staff absences

g. Input data into the patients healthcare records as necessary

h. Manage all queries as necessary in an efficient manner

i. Maintain a clean, tidy, effective working area at all times

j. Support all clinical staff with general tasks as requested

k. Completion of administrative tasks in relation to patient results and letters

Secondary Responsibilities

In addition to the primary responsibilities, the receptionist may be requested to:

a. Maintaining and monitoring the practice appointment system

b. Process personal, telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Signpost patients to the correct service

e. Partake in audit as directed by the audit lead

f. Action incoming faxes when necessary

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

h. Complete opening and closing procedures in accordance with the duty rota

Person Specification

Qualifications

Essential

Educated to GCSE level or equivalent;
GCSE Mathematics & English (C or above);
AMSPAR Receptionists Qualification;
NVQ Level 2 in Health and Social Care;

Experience

Essential

Experience working with the general public.

Desirable

Experience in administrative duties;
Experience working in a health care setting;

Person Specification

Qualifications

Essential

Educated to GCSE level or equivalent;
GCSE Mathematics & English (C or above);
AMSPAR Receptionists Qualification;
NVQ Level 2 in Health and Social Care;

Experience

Essential

Experience working with the general public.

Desirable

Experience in administrative duties;
Experience working in a health care setting;

Employer details

Employer name

Primary Care Management Solutions Ltd

Address

Brentford Health Centre

Boston Manor Road

Brentford

Middlesex

TW8 8DS

Employer's website

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

Employer details

Employer name

Primary Care Management Solutions Ltd

Address

Brentford Health Centre

Boston Manor Road

Brentford

Middlesex

TW8 8DS

Employer's website

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