PICTON MEDICAL CENTRE
Senior Administrator
Reports to: Practice Manager
Hours: 37.5 hours per week
Job Summary
We are seeking a highly organised, proactive, and innovative Senior Administrator to provide comprehensive administrative and operational support to the clinical team and wider practice. The successful candidate will possess excellent communication, organisational, and IT skills, with the ability to work independently, identify opportunities for service improvement, and contribute positively to the efficient running of the practice.
This role requires a professional individual who can effectively manage multiple priorities, maintain strict confidentiality, embrace digital systems and technologies, and support the delivery of high-quality patient services.
Key ResponsibilitiesAdministrative and Operational Support
- Provide a comprehensive audio typing, copy typing, and word processing service, ensuring the accurate and timely production of correspondence, reports, patient referrals, meeting minutes, memoranda, and other documentation.
- Deliver efficient administrative support to the Practice Manager, clinical teams, and wider practice staff.
- Manage appointment bookings, admissions, and scheduling requirements as necessary.
- Coordinate meetings, including arranging venues, preparing agendas, distributing documentation, and recording accurate minutes and actions.
- Develop, maintain, and continuously improve administrative and filing systems to ensure information is accessible, secure, and compliant with data protection requirements.
- Retrieve, process, and support the completion of medical and insurance records requests.
- Handle incoming and outgoing telephone communications professionally, responding to enquiries, taking messages, and directing requests appropriately.
- Gather, analyse, and present statistical and management information to support service delivery.
- Provide cross-cover and support to administrative colleagues during periods of absence.
Digital and IT Responsibilities
- Demonstrate advanced IT skills and confidence in using clinical systems, Microsoft Office applications, databases, email platforms, and digital communication tools.
- Maintain accurate electronic records and ensure data quality across all systems.
- Support the implementation of new technologies, digital processes, and system improvements within the practice.
- Identify opportunities to streamline administrative processes through innovative use of technology and automation.
- Assist in the production of reports, audits, and performance data using practice systems.
Continuous Improvement and Innovation
- Take a proactive approach to identifying opportunities for service improvement, efficiency gains, and enhanced patient experience.
- Contribute ideas and solutions that support organisational development and operational effectiveness.
- Participate in quality improvement initiatives, audits, and practice development projects.
- Support the practice in adapting to changing healthcare requirements, technologies, and working practices.
Communication and Stakeholder Engagement
- Build effective working relationships with colleagues, patients, carers, healthcare professionals, and external organisations.
- Communicate professionally and sensitively, adapting communication methods to meet individual needs.
- Promote a positive, collaborative, and patient-focused culture within the practice.
Confidentiality
The post-holder will have access to sensitive patient, staff, and business information and must maintain the highest standards of confidentiality at all times. All information must be handled in accordance with GDPR, data protection legislation, practice policies, and professional standards.
Health, Safety and Safeguarding
The post-holder will:
- Promote and maintain safe working practices.
- Comply with Health & Safety, Infection Prevention and Control, and Safeguarding policies.
- Report risks, hazards, incidents, and concerns promptly.
- Maintain clean, safe, and secure working environments.
- Complete mandatory training and updates as required.
Equality, Diversity and Inclusion
The post-holder will:
- Promote equality, diversity, and inclusion in all aspects of their work.
- Treat patients, carers, colleagues, and visitors with dignity, respect, and fairness.
- Support an inclusive environment that values diversity and individual differences.
Personal and Professional Development
The post-holder will:
- Participate fully in appraisal, supervision, and performance review processes.
- Take responsibility for their own learning and professional development.
- Maintain and develop knowledge, skills, and competencies relevant to the role.
- Share knowledge and support colleagues where appropriate.
Quality and Governance
The post-holder will:
- Contribute to maintaining and improving quality standards across the practice.
- Take responsibility for their own performance and professional conduct.
- Support audits, service reviews, and quality improvement initiatives.
- Work collaboratively with internal and external stakeholders to support patient care and organisational objectives.
Person SpecificationEssentialQualifications
- Good standard of general education.
- GCSE (or equivalent) Mathematics and English.
- GCSE (or equivalent) in at least three additional subjects.
Experience
- Previous experience in a senior administrative, secretarial, or office management role.
- Experience working with SystmOne Clinical System.
- Experience within a healthcare, GP practice, or patient-focused environment.
- Experience using initiative to resolve problems and improve processes.
- Experience delivering excellent customer service.
- Experience using computerised information and record management systems.
- Experience supporting meetings, producing minutes, and managing administrative processes.
Knowledge and Skills
- Excellent written and verbal communication skills.
- Strong organisational and prioritisation skills.
- Advanced IT skills, including Microsoft Office (Word, Excel, Outlook, PowerPoint), email, internet applications, and database systems.
- Ability to learn and adapt quickly to new technologies and digital systems.
- Strong analytical and problem-solving skills.
- Excellent time management and ability to work to deadlines.
- Ability to maintain confidentiality and manage sensitive information appropriately.
- Understanding of data protection and information governance principles.
- Excellent interpersonal and stakeholder engagement skills.
- Ability to work independently and as part of a team.
Personal Attributes
- Proactive and self-motivated.
- Innovative and solutions-focused.
- Professional and reliable.
- Adaptable and flexible.
- Calm and effective under pressure.
- Committed to continuous improvement and service excellence.
- Positive attitude with a willingness to embrace change.
Desirable
- RSA Typing Stage II and RSA Word Processing Stage II (or equivalent qualification/NVQ).
- Medical terminology qualification or experience.
- Experience supporting service improvement or quality improvement projects.
- Experience developing administrative systems and processes.
- Knowledge of NHS primary care services and procedures.
Job Types: Permanent, Full-time
Pay: From £12.71 per hour
Ability to commute/relocate:
- Bradford BD8 8RA: reliably commute or plan to relocate before starting work (required)
Experience:
- Secretarial: 1 year (preferred)
Work Location: In person
