JOB DESCRIPTION

JOB TITLE: Medical/Team Secretary
ACCOUNTABLE TO: Operations Manager/Clinical Lead
REPORTS TO: Director of Corporate Governance
HOURS: 37.5 hours per week
BAND: Band 3 – equivalent (not agenda for change)
CONTRACT: Permanent / Full-time

JOB SUMMARY

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

Our service supports both NHS and private sector healthcare providers, ensuring patients receive timely, safe, and efficient administrative support throughout their care pathway.
You will join a dedicated team that values accuracy, professionalism, and teamwork. We are committed to staff development, offering opportunities for training and progression, as well as flexible working across multiple sites.

CONFIDENTIALITY:

· In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
· In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
· Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

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.