At Charlotte Keel Medical Practice, no two days are the same. You’ll be right at the heart of a diverse and fast-moving inner-city healthcare service, supporting over 19,000 patients from all walks of life. Whether you’re helping someone access urgent care or providing calm support in emotionally charged moments, your actions will shape someone’s day, for the better.
Lead and inspire a busy administrative team, ensuring the smooth and efficient delivery of key services including medical records, document management, and patient support. You’ll oversee performance, drive improvements, and ensure compliance with NHS standards, ideal for a proactive leader who thrives in a fast-paced healthcare environment.
Important Eligibility Information
Please note that BrisDoc is not able to offer visa sponsorship for this role.
Who We’re Looking For
We’re looking for people who share our passion for the NHS and delivering “ patient care by people who care” .
Educated to GCSE level (or equivalent) including English
IT proficiency (Microsoft Office systems)
Experience of supervising or leading a team
Significant experience in administrative roles within a healthcare or GP setting
Experience managing medical records, document workflows and/or recall systems
Experience using clinical systems (e.g. EMIS Web)
Experience working in a fast-paced, high-volume environment
Strong leadership and people management skills
Excellent organisational and prioritisation abilities
Ability to work under pressure and manage competing demands
Committed to high standards of patient care and service delivery
Professional, approachable, and supportive
Problem-solving and decision-making capability
Why Join Our Team?
Make a Lasting Impact
Play a vital role in day-to-day supervision and coordination of the administrative support function within Practice Services
Be part of a service built on kindness, hope, and respect, ensuring every person feels valued and included
Supportive, Collaborative Culture
You'll join a team that has your back: mentoring, supporting and developing one another
Professional growth and recognition
Benefit from employee recognition platform with exclusive offers
We support your professional development with supervision, CPD and training
As an Employee Owned Trust, you're a co-owner empowered to shape the suture of our organisation and take part in decision- making
High energy, High reward. If you like being on the go and making a tangible difference, you'll thrive here
Recognising Your Value
- Salary £14.77 per hour (£28,879.04 per annum pro rata)
- Full time, 37.5 hrs per week - office based
- Generous annual leave, NHS pension and discretionary annual bonus
- Comprehensive wellbeing support, NHS discounts, cycle-to-work scheme, and employee assistance programme
Join a Leading Social Enterprise
As part of BrisDoc, an employee-owned social enterprise, you'll be empowered as a co-owner to shape the future of healthcare delivery. We're deeply committed to equity, diversity, inclusion, sustainability, and innovation. Ensuring your career grows in a direction aligned with your values.
Team Leadership & Line Management
- Provide direct line management to the Support Administration team
- Allocate and coordinate workloads across Medical Records and Document Management functions
- Monitor team performance against targets, KPIs, and service standards
- Conduct regular 1:1s, supervision, appraisals, and performance reviews
- Support staff development, training, and continuous professional development
- Manage annual leave, sickness absence, and rota planning to ensure adequate cover
- Address performance concerns and undertake informal/formal HR processes where required
- Foster a positive, inclusive, and high-performing team environment
Operational Oversight
- Oversee all administrative workflows ensuring tasks are completed accurately, safely, and within agreed timescales
- Ensure efficient processing of:
- Patient medical records (electronic and paper)
- Document scanning, coding, and workflow management
- Ensure administrative systems and processes are consistently maintained and optimised
- Identify bottlenecks and implement improvements to enhance efficiency and reduce backlogs
- Ensure continuity of service across all administrative functions
Patient Records & Information Management
- Ensure compliance with GDPR, Information Governance, and NHS records management standards
- Monitor accuracy and quality of clinical coding and record summarising
- Oversee processing of subject access requests and medical report requests
- Ensure secure handling, storage and transfer of patient data
- Promote best practice in records management across the administrative team
Non-Clinical Safeguarding Procedures
- Ensure administrative processes support effective safeguarding practices in line with organisational policies
- Oversee the safe handling, coding, and escalation of safeguarding information within patient records
- Ensure staff are trained in and adhere to safeguarding administrative processes
- Support accurate and timely documentation of safeguarding concerns
- Work collaboratively with clinical and safeguarding leads to ensure robust information management
Quality, Compliance & Governance
- Ensure all admin processes meet Practice policies, NHS standards and CQC requirements
- Monitor incidents, errors and near misses and support learning outcomes
- Participate in audits and quality improvement initiatives
- Ensure standard operating procedures (SOPs) are maintained and updated
- Promote a culture of accountability, quality, and continuous improvement
Please see the attached Job Description for more information about the role.
We reserve the right to amend the closing date for this vacancy depending on application levels.
