Job summary
An exciting opportunity has arisen within Lincolnshire and
District Medical Services. The successful candidate will provide a full and
comprehensive Medical Secretary and administration service including completion of referrals, rota coordinating and as
the point of contact for our Enhanced Access Service. This post is based within
a non-clinical office environment, working closely with our team who will be
providing full support.
Main duties of the job
We are seeking an organised, motivated, and experienced Medical Records
Senior Team Administrator to join our team. This Band 3 role works across NHS
and private healthcare contracts, providing high-quality administrative support
to ensure accurate medical record management, efficient patient pathways, and
timely processing of referrals, appointments, and rota coordination.
The successful candidate will play a key role in supporting both clinical
and administrative teams, acting as a senior point of contact within the
department, and ensuring compliance with information governance standards.
About us
LADMS are a professional team aimed at providing the best and most effective care for patient services, contracted by various support services within the NHS. We pride our self on delivering a high standard of administrative and medical patient centered services within the Lincolnshire region.
Job description
Job responsibilities
- Maintain accurate and up-to-date medical records in line with NHS and private sector standards, GDPR, and Caldicott principles.
- Process and track 2WW (two-week wait) and urgent referrals, ensuring deadlines and targets are met.
- Book, amend, and cancel patient appointments, ensuring patients are contacted promptly.
- Support validation of waiting lists and contribute to effective patient pathway management.
- Create and maintain rotas for administrative staff and clinicians using operational systems such as SEMBLE, Lantum, and SystmOne.
- Oversee the safe retrieval, storage, scanning, and transfer of medical records.
- Provide day-to-day supervision, guidance, and support to junior administrative staff.
- Coordinate administrative workflows across multiple contracts and sites, meeting service delivery requirements.
- Act as a senior point of contact for internal and external queries relating to medical records, referrals, and rotas.
- Ensure compliance with CQC standards, NHS guidelines, and private contract obligations.
- Participate in departmental audits, quality checks, and continuous service improvement projects.
- Coordinating the on-call rota.
- Participating within the out of hours on call rota across evenings and weekends on a rota basis
Job description
Job responsibilities
- Maintain accurate and up-to-date medical records in line with NHS and private sector standards, GDPR, and Caldicott principles.
- Process and track 2WW (two-week wait) and urgent referrals, ensuring deadlines and targets are met.
- Book, amend, and cancel patient appointments, ensuring patients are contacted promptly.
- Support validation of waiting lists and contribute to effective patient pathway management.
- Create and maintain rotas for administrative staff and clinicians using operational systems such as SEMBLE, Lantum, and SystmOne.
- Oversee the safe retrieval, storage, scanning, and transfer of medical records.
- Provide day-to-day supervision, guidance, and support to junior administrative staff.
- Coordinate administrative workflows across multiple contracts and sites, meeting service delivery requirements.
- Act as a senior point of contact for internal and external queries relating to medical records, referrals, and rotas.
- Ensure compliance with CQC standards, NHS guidelines, and private contract obligations.
- Participate in departmental audits, quality checks, and continuous service improvement projects.
- Coordinating the on-call rota.
- Participating within the out of hours on call rota across evenings and weekends on a rota basis
Person Specification
Experience
Essential
- Experience working in healthcare administration.
- Knowledge of NHS standards for medical record-keeping and confidentiality
- Experience processing 2WW/Urgent Suspected Cancer and urgent referrals
- Experience booking and amending patient appointments using electronic systems
- Experience creating and maintaining staff/clinician rotas using relevant systems (e.g., SEMBLE, Lantum, SystmOne)
- Strong IT skills (EPR systems, PAS, MS Office)
- Excellent organisational and communication skills
- Ability to work under pressure and prioritise workloads effectively
- Experience supervising or mentoring junior staff
Desirable
- Experience working across both NHS and private healthcare providers
- Knowledge of IG Toolkit / Data Security & Protection Toolkit
- Experience with hybrid (paper/digital) record management systems
- Understanding of clinical governance and medico-legal requirements
- Understanding of CQC requirements and standards
Person Specification
Experience
Essential
- Experience working in healthcare administration.
- Knowledge of NHS standards for medical record-keeping and confidentiality
- Experience processing 2WW/Urgent Suspected Cancer and urgent referrals
- Experience booking and amending patient appointments using electronic systems
- Experience creating and maintaining staff/clinician rotas using relevant systems (e.g., SEMBLE, Lantum, SystmOne)
- Strong IT skills (EPR systems, PAS, MS Office)
- Excellent organisational and communication skills
- Ability to work under pressure and prioritise workloads effectively
- Experience supervising or mentoring junior staff
Desirable
- Experience working across both NHS and private healthcare providers
- Knowledge of IG Toolkit / Data Security & Protection Toolkit
- Experience with hybrid (paper/digital) record management systems
- Understanding of clinical governance and medico-legal requirements
- Understanding of CQC requirements and standards
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
Lincolnshire And District Medical Services (LADMS)
Address
Office 7
Fairfield Enterprise Centre
Fairfield Industrial Estate
Louth, Lincolnshire
LN11 0LS
Employer's website
http://www.ladms.co.uk/ (Opens in a new tab)
