About the Role
RankingXpress Healthcare and Administrative Services is looking for an organised, professional and detail-focused Medical Administrator to support the day-to-day administrative needs of a busy healthcare environment in Leeds.
The successful candidate will work closely with clinical teams, patients, healthcare professionals and internal administrative staff to maintain accurate records, coordinate appointments, process correspondence and ensure information moves efficiently through the service.
This role is suitable for someone with previous experience in healthcare administration, medical reception, patient services, clinical support administration or a similar office-based environment who is comfortable handling confidential information and managing multiple priorities.
Key Responsibilities
Patient Administration: Support the accurate processing and maintenance of patient information.
Appointment Scheduling: Arrange, amend and confirm patient appointments using relevant booking systems.
Clinic Coordination: Support preparation and administration of scheduled clinics.
Patient Registration: Enter and update patient demographic and contact information accurately.
Medical Records: Maintain complete, accurate and appropriately organised patient records.
Data Entry: Enter clinical and administrative information into relevant systems.
Referral Processing: Receive, review and process patient referrals according to established procedures.
Referral Tracking: Monitor referral progress and follow up outstanding information where required.
Correspondence: Prepare and distribute routine letters, emails and administrative communications.
Clinical Letters: Support preparation and processing of clinical correspondence.
Document Management: Scan, upload, file and retrieve medical and administrative documentation.
Results Administration: Support the administrative processing of test or investigation results.
Patient Enquiries: Respond professionally to routine patient questions and administrative requests.
Telephone Support: Handle incoming calls and direct enquiries to the appropriate team.
Email Management: Monitor shared administrative inboxes and action or distribute correspondence.
Reception Support: Provide reception and front-desk assistance where required.
Check-In Support: Assist with patient arrival and appointment check-in processes.
Cancellation Management: Process appointment cancellations and rescheduling requests.
Waiting Lists: Maintain accurate waiting-list information and support appointment allocation.
Clinic Lists: Prepare and review clinic schedules before patient appointments.
Clinician Support: Provide administrative support to doctors, nurses and other healthcare professionals.
Meeting Coordination: Arrange administrative and clinical meetings when required.
Meeting Documentation: Prepare agendas, papers and routine meeting notes.
Action Tracking: Record and monitor administrative actions arising from meetings.
Records Requests: Support processing of authorised requests for medical information.
Confidentiality: Handle patient and business information in accordance with privacy requirements.
Information Governance: Follow established procedures for secure handling and storage of information.
Document Accuracy: Check records and correspondence carefully before filing or distribution.
Database Maintenance: Keep administrative and patient databases accurate and current.
System Updates: Update appointment, referral and patient-status information promptly.
Service Coordination: Communicate with different departments to support continuity of patient administration.
External Communication: Liaise professionally with GP practices, hospitals and other healthcare providers where required.
Patient Transport Administration: Support booking or coordination of transport arrangements when applicable.
Interpreter Administration: Assist with arranging interpreting or communication support when required.
Forms Processing: Review administrative forms for completeness before processing.
Insurance Documentation: Support routine processing of insurance or funding documentation where applicable.
Invoice Administration: Assist with basic administrative records relating to services or charges where required.
Supplies Administration: Monitor basic office and clinical-administration supplies.
Postal Administration: Process incoming and outgoing correspondence.
Reporting: Prepare routine administrative activity reports.
Data Quality: Identify incomplete or inconsistent records and coordinate corrections.
Audit Support: Provide requested documentation during administrative or compliance reviews.
Procedure Compliance: Follow established healthcare administration procedures.
Complaint Administration: Record and route complaints or concerns to the appropriate team.
Service Feedback: Support collection and administration of patient feedback.
Priority Management: Balance routine responsibilities with urgent patient or clinician requests.
Cross-Team Support: Provide administrative assistance across departments during busy periods.
Process Improvement: Suggest practical improvements to administrative workflows.
Continuous Improvement: Contribute to improving patient administration, accuracy and service efficiency.
What We Are Looking For
Experience: Previous experience in healthcare administration, medical administration, patient services, reception or a comparable administrative position.
Healthcare Awareness: Good understanding of professional standards within a healthcare environment.
Administrative Skills: Strong ability to manage records, appointments and documentation accurately.
Patient Service: Professional and considerate approach when communicating with patients.
Confidentiality: Strong awareness of the importance of protecting confidential information.
Attention to Detail: High level of accuracy when entering and reviewing patient information.
Organisation: Strong planning and time-management skills.
Appointment Management: Ability to coordinate multiple appointments and changing schedules.
Data Entry: Accurate and efficient keyboard and data-entry skills.
Computer Skills: Comfortable using standard office and administrative software.
Microsoft Office: Good working knowledge of Word, Excel and Outlook.
Healthcare Systems: Experience with electronic patient-record or healthcare administration systems would be advantageous.
Communication: Clear and professional written and verbal communication skills.
Telephone Skills: Confidence handling patient and professional telephone enquiries.
Problem Solving: Practical approach to administrative issues and scheduling conflicts.
Prioritisation: Ability to manage several responsibilities and deadlines simultaneously.
Teamwork: Ability to work effectively with clinical and administrative colleagues.
Professionalism: Calm and professional approach when handling sensitive situations.
Adaptability: Comfortable working in a busy environment where priorities can change quickly.
Professional Development: Commitment to developing healthcare administration knowledge and skills.
Pay: £36,000.00-£40,000.00 per year
Work Location: In person
