Administrative Support Officer in Birmingham

At Swan Medical Centre, we are committed to delivering safe, high-quality, patient-centred care to our local community. We are looking for a highly organised, professional, and detail-oriented Administrative Support Officer to join our friendly and supportive team. This varied role offers the opportunity to work across safeguarding, medical records, and general practice administration, playing a vital part in ensuring patient information is managed accurately, securely, and in line with NHS and legal requirements. You will support the practice safeguarding lead, process Subject Access Requests, maintain medical records, and contribute to the smooth day-to-day running of the practice.

This is an excellent opportunity for someone with strong administrative skills who enjoys working in a busy healthcare environment and takes pride in delivering high standards of confidentiality, accuracy, and patient service. In return, you will join a welcoming team that values collaboration, professional development, and making a positive difference to patient care every day.

To provide comprehensive administrative support across reception, safeguarding, and medical records functions within the practice. The post holder will ensure the efficient management of patient records, process Subject Access Requests (SARs), support safeguarding administration, and contribute to the smooth day-to-day operation of the practice while maintaining strict confidentiality and compliance with NHS and Data Protection requirements.

Swan Medical Centre is a friendly, patient-focused GP practice committed to providing high-quality healthcare services to our local community. We pride ourselves on delivering compassionate, safe, and effective care while creating a supportive and welcoming environment for both patients and staff.

Our team includes GPs, nurses, healthcare assistants, receptionists, administrators, and management staff who work collaboratively to achieve the best outcomes for our patients. We value professionalism, respect, teamwork, and continuous improvement, and we recognise that every member of the practice plays an important role in the success of our service.

We foster a positive working culture where staff are encouraged to develop their skills, share ideas, and contribute to service improvements. We understand the importance of work‑life balance and strive to create an environment where employees feel valued, supported, and empowered to perform at their best.

By joining Swan Medical Centre, you will become part of a dedicated and experienced team that is committed to making a difference in the lives of our patients every day.

• Administration & Reception Support
• Provide administrative support to the practice team.
• Assist with patient enquiries, correspondence, and general office administration.
• Support practice meetings, audits, training records, and staff administration.
• Contribute to service improvement and quality assurance activities.
• Safeguarding Administration
• Provide administrative support to the practice safeguarding lead.
• Maintain safeguarding records, registers, and documentation.
• Coordinate safeguarding meetings and communications where required.
• Monitor safeguarding training compliance and support audit activities.
• Ensure safeguarding information is handled securely and confidentially.
• Medical Records Management
• Process Subject Access Requests (SARs) and requests for copies of medical records.
• Verify patient identity and authority before disclosure of information.
• Review and prepare records for release in accordance with UK GDPR, Data Protection Act 2018, and NHS guidance.
• Redact sensitive, confidential, third‑party, safeguarding, and non‑disclosable information prior to release.
• Liaise with clinicians regarding records requiring clinical review.
• Maintain accurate records of requests, disclosures, and actions taken.
• File, scan, archive, and transfer patient records as required.
• Ensure records are securely stored and managed in accordance with Information Governance standards.
• Compliance and Quality
• Adhere to all confidentiality, information governance, safeguarding, and data protection policies.
• Report any actual or potential data breaches immediately.
• Support CQC compliance, audits, and quality improvement initiatives.
• Participate in mandatory training and continuous professional development.

Experience:

• Previous administrative experience, preferably within a general practice setting.
• Excellent organisational and communication skills.
• Strong attention to detail and accuracy.
• Ability to manage confidential and sensitive information appropriately.
• Good IT skills, including Microsoft Office and electronic records systems.
• Ability to prioritise workload and work independently.
• Knowledge of Subject Access Requests (SARs), GDPR, and Information Governance.
• Experience using GP clinical systems such as Systm One.
• Experience supporting safeguarding processes and medical records management.
• Experience working in General Practice.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.