Administrator
- Employer
- The University of Nottingham Health Service
- Location
- Nottingham, NG7 2QW
- Contract
- Permanent
- Posted
- 17 August 2026
- Closing date
- 4 September 2026
Role overview
We are a large, busy and forward-thinking University practice looking to recruit two full-time staff, a Medical Secretary and an Administrator, to join our friendly and supportive team. These roles are central to the safe and efficient running of our clinical services, supporting clinicians with a wide range of administrative duties.
A key focus of both posts will be processing and managing clinical workflow and summarising patient medical records, ensuring that information is accurately coded, prioritised, and directed to the appropriate clinician in a timely manner. Working in a high-volume environment, you will play an essential role in maintaining patient safety and continuity of care.
This includes handling incoming clinical correspondence, processing referrals, and ensuring that all relevant information is clearly documented within electronic patient records. Accurate coding and summarisation are critical to support clinical decision-making, patient recalls, and population health management.
You will also contribute to the day-to-day management of administrative processes, helping to maintain smooth workflows across the practice. This may include supporting document management, responding to queries, assisting with audits, and collaborating with colleagues across clinical and non-clinical teams.
The Medical Secretary role focuses on supporting clinicians with administrative and secretarial tasks to ensure effective patient care and smooth clinical processes. Key responsibilities include: Processing referrals accurately and in a timely manner, including urgent referrals where appropriate Managing and tracking referral pathways, liaising with external providers and patients as needed Audio typing, preparation of clinical correspondence, and ensuring all documentation is completed to a high standard Supporting clinicians with queries relating to administrative processes and patient pathways Assisting with general secretarial duties, including results handling support where required Contributing to practice audits, tracking, and reporting processes where relevant The Administrator role is central to the day-to-day operational workflow of the practice, ensuring that high volumes of incoming work are processed safely, efficiently, and in line with protocols.
Key responsibilities include: Managing clinical workflow, including processing incoming documents, tasks, and communications within agreed timeframes. Reviewing and actioning documentation by prioritising, coding, and directing items to the appropriate clinician or service.
Show full NHS role information
Completing patient record summarising, ensuring key clinical information is accurately recorded and coded. Medical Secretary duties: Process referrals (routine and urgent) accurately and within required timescales Manage referral tracking, liaising with hospitals, external providers, and patients Prepare and process clinical correspondence (including letters, reports, and emails) Workflow incoming documents, ensuring items are directed to the appropriate clinician Code and file correspondence within patient records to maintain high data quality Support clinicians with administrative queries and patient pathway coordination Administrator duties: Manage clinical workflow, including processing incoming documents, emails, and tasks Prioritise and action correspondence, directing items to the appropriate clinician or team Complete patient record summarising, ensuring key clinical information is recorded accurately Maintain high standards of coding to support clinical care, recalls, and reporting Support results processing and recall administration, ensuring appropriate follow-up Assist with registration, deductions, and general patient record management Support document management, scanning, and audit processes Work collaboratively across administrative functions to support service delivery Provide cover for workflow, summarising, and secretarial tasks during peak demand or staff absence Assist with results processing, recalls, and general administrative duties as required Ensure urgent clinical information is prioritised and processed within agreed timescales Maintain accuracy, confidentiality, and high standards of patient record keeping.
Work flexibly as part of a multidisciplinary team in a busy practice environment Follow practice protocols, policies, and governance requirements Contribute to continuous improvement, audits, and safe working practices Use practice systems (EMIS) effectively and ensure data quality standards are met