Job summary
- Main area
- Specialist Administrator
- Grade
- Band 3
- Contract
- 6 months (Fixed term)
- Hours
- Part time - 22.5 hours per week (22.50 hours per week)
- Job ref
- 848-BHC-243-26
- Employer
- Bromley Healthcare
- Employer type
- NHS
- Site
- Phoenix Centre CRC
- Town
- Bromley
- Salary
- £30,630 - £32,346 Inc HCAS per annum pro rata
- Salary period
- Yearly
- Closing
- 10/09/2026 23:59
- Interview date
- 29/09/2026
Employer heading
Medical Admin Team Administrator
Band 3
Bromley Healthcare, a community interest company, delivers a diverse range of services encompassing community nursing (e.g., district nursing, health visiting, specialist nursing) and therapy services catering to individuals across all age groups. Stemming from the community provider unit of NHS Bromley, we boast extensive experience in serving the Bromley populace over many years.
Working at Bromley Healthcare offers a fulfilling experience. Our distinctive service delivery approach and commitment to hearing every employee's voice ensure a gratifying career journey. As a Social Enterprise, we embrace an innovative approach to healthcare delivery, combining the traditional strengths of the NHS, such as robust training and development opportunities, with the flexibility to reinvest surpluses into community initiatives.
Employees of Bromley Healthcare whose role maybe at risk will receive priority consideration.
Applicants for roles involving driving responsibilities will be required to provide proof of business insurance.
Bromley Healthcare recognises the use of AI but job applicants are advised to ensure their applications are reflective of their skills, knowledge and experience. Where AI has been used in the job application this will need to be declared by the applicant explaining the type of AI used and its purpose, please use the supporting statement section to specify your use of AI.
Job overview
Medical Admin Team Administrator
Band 3 - £30,630 - £32,346 Inc HCAS per annum pro rata
Fixed Term Contract for 6 months
Part time - 22.5 hours per week
We are currently looking for a Medical Admin Team Administrator to work in our Children and Young People's Directorate.
This role is responsible for providing a high level of administrative support to ensure the smooth day-to-day running of the department. The role involves managing correspondence, maintaining accurate records and databases, handling enquiries, processing documentation, and supporting teams with a variety of administrative tasks.
The post holder will provide administrative support and cover as required for the Prescriptions, EHCP, CCDS Administrators and Medical Secretaries, assisting with workload management, maintaining accurate records, processing documentation and ensuring continuity of service across the team.
Main duties of the job
Administrative and Clerical
1. Provide support to Prescriptions/ADHD Administrator, including:
- Processing prescription requests
- Processing shared care agreements
2. Provide support to Complex Communication Diagnostic Service (CCDS) Administrator, including:
- Assist with processing referrals
- Appointment booking
3. Provide support to Education and Health Care Plan (EHCP) Administrator, including:
- Processing referrals
- Appointment booking
4. Provide support to the Safeguarding Administration Team, including:
- Report distribution
- Appointment booking
5. Other clerical and general office administration, including:
- Preparing pre-drafted letters and reports for distribution to parents, GPs and schools
- Proof reading letters/ reports
- Uploading documents
- Maintaining accurate records, including electronic patient records
- Responding to enquiries from service users, healthcare professionals and other stakeholders; signposting and escalating where appropriate
6. Work within Standard Operating Procedures and processes for administrative systems whilst identifying process improvements with a view to improving efficiency and effectiveness of service delivery.
7. Log information/ data on electronic patient records and other systems, accurately and in a timely fashion.
Working for our organisation
Detailed job description and main responsibilities
Administrative and Clerical
1. Provide support to Prescriptions/ADHD Administrator, including:
- Processing prescription requests
- Processing shared care agreements
2. Provide support to Complex Communication Diagnostic Service (CCDS) Administrator, including:
- Assist with processing referrals
- Appointment booking
3. Provide support to Education and Health Care Plan (EHCP) Administrator, including:
- Processing referrals
- Appointment booking
4. Provide support to the Safeguarding Administration Team, including:
- Report distribution
- Appointment booking
5. Other clerical and general office administration, including:
- Preparing pre-drafted letters and reports for distribution to parents, GPs and schools
- Proof reading letters/ reports
- Uploading documents
- Maintaining accurate records, including electronic patient records
- Responding to enquiries from service users, healthcare professionals and other stakeholders; signposting and escalating where appropriate
6. Work within Standard Operating Procedures and processes for administrative systems whilst identifying process improvements with a view to improving efficiency and effectiveness of service delivery.
7. Log information/ data on electronic patient records and other systems, accurately and in a timely fashion.
Communication and Relationships
8. Take calls and respond to emails, ensuring all communications and interactions are timely, appropriate and in line with Information Governance guidelines.
9. Act as initial point of contact for feedback from parents/carers/other professions, escalating as required
10. Process incoming mail - written and electronic - uploading to/ updating records and notifying relevant clinicians accordingly
11. Manage allocated mailboxes, answering queries where possible and signposting or escalating as appropriate.
12. Actively contribute to meetings with clinicians and the wider team e.g. to discuss service delivery.
Clinics
13. Ensure smooth running of any relevant clinics, dealing with urgent and unexpected issues appropriately and working with CCC and other colleagues to ensure clinic appointments are arranged, communicated and fully utilised, including notification of cancellations.
Person specification
Qualifications
Essential criteria
- Educated to GCSE Level or equivalent.
- NVQ Level 4 administration.
IT skills
Essential criteria
- Proven IT skills
- Adhere to Information Governance
Desirable criteria
- Familiar with incident reporting systems (e.g. RADAR)
- Familiar with use of Electronic Patient Records e.g. EPIC or EMIS
Experience
Essential criteria
- Experience of working in a busy environment managing multiple priorities and deadlines effectively
- Experience of working in an administrative role
- Experience of working independently as well as part of a team
Desirable criteria
- Recent experience of working in the NHS or private healthcare setting
Specific Skills
Essential criteria
- Excellent communication skills, both verbal and written, with the ability to: • Communicate effectively with service users and other stakeholders • Negotiate with services • Present sensitive or complex information clearly
- Ability to work using own initiative, understanding scope of role and escalating appropriately
- Excellent attention to detail
Desirable criteria
- Knowledge of current local care pathways and referral criteria
Personal Qualities
Essential criteria
- Works effectively and flexibly as part of a team to meet the needs of the services
- Calm approach with the ability to respond to unexpected demands, work under pressure and cope with frequent interruptions
- Self-motivated, enthusiastic, positive and approachable
Desirable criteria
- Ability to work well under pressure and to have a flexible approach to work .
Other
Essential criteria
- Must be able to work Mondays and Fridays
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Fatma Emirhoca
- Job title
- Medical Administration Lead
- Email address
- [email protected]
- Telephone number
- 07784 359703
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