Administrator in Kidlington

The Key Medical Practice sits at the heart of its community in Kidlington, providing accessible, high-quality primary care to the patients and families who depend on it. As part of PML's portfolio of practices, it benefits from the resources and governance of a wider federation while retaining the personal, continuity-focused care that defines good general practice. The team delivers the full breadth of primary care services, from routine appointments and chronic disease management to urgent care and preventative health, ensuring every patient receives safe, effective, and compassionate support.

Working closely with operational managers and senior leadership, the team oversees patient care delivery, appointment coordination, clinical record management, and service performance monitoring. The practice ensures that all services remain aligned with NHS standards and regulatory requirements, while upholding a commitment to delivering accessible, patient-centred care to the Kidlington community.

Main duties of the job

The post-holder provides reliable and routine administrative support to ensure the smooth daily operation of the service. This role is designed for individuals with little or no prior administrative experience but who demonstrate motivation to learn, develop and contribute to team efficiency. The role supports effective communication, accurate record-keeping, and the delivery of high-quality patient and service user care in line with organisational and NHS standards.

Job responsibilities

• Administrative & Operational Support: Provide routine clerical and administrative support to ensure the effective running of the service. Accurately complete basic administrative tasks such as filing, photocopying, scanning, and data entry. Assist with the preparation of documents, reports, spreadsheets, and presentations under guidance from senior staff.
• Information Management: Maintain accurate and well-organised records, documents, and filing systems. Ensure information is updated promptly and stored in accordance with organisational and NHS policies. Handle all data responsibly, ensuring confidentiality, accuracy, and compliance with data protection and governance standards.
• Communication and Coordination: Provide courteous, professional, and timely responses to internal and external enquiries, including patients, callers, and colleagues. Support clear communication within the team by relaying messages, sharing information appropriately, and maintaining effective channels of contact. Act as a helpful first point of contact for telephone calls, emails, and general enquiries.
• Confidentiality, Compliance & Governance: Manage sensitive information appropriately, following confidentiality requirements, data protection regulations (e.g., GDPR), and NHS governance policies. Follow organisational procedures to maintain compliance and support safe, high-quality service delivery.
• Team Contribution & Professional Development: Work collaboratively with colleagues, contributing to a positive, supportive team environment. Show willingness to learn, adapt to new administrative systems and tools, and develop skills as required. Support the wider team to achieve service objectives efficiently, demonstrating reliability and a proactive approach to tasks.

Person Specification

• Skills and Knowledge
• Ability to carry out routine administrative tasks accurately (filing, scanning, data entry).
• Good written and verbal communication skills.
• Ability to follow procedures, policies, and guidance.
• Basic numeracy and IT literacy (e.g., Microsoft Office, email).
• Ability to work with accuracy and attention to detail.
• Ability to learn and adapt to new systems and tools.
• Awareness of confidentiality and data protection principles.
• Understanding of the importance of good record keeping.
• Ability to organise own workload with supervision.
• Experience
• Experience using basic IT systems (e.g., email, word processing).
• Experience working in any customer-facing, service, or team environment (paid or voluntary).
• Behaviours and Attributes
• Polite, professional, and courteous manner.
• Reliable, punctual, and willing to learn.
• Ability to work calmly and effectively when dealing with enquiries.
• Respectful of diversity and inclusive in approach.
• Willingness to undertake training and development.
• Flexible approach to supporting service needs.
• Positive attitude and commitment to contributing to a supportive team environment.
• Qualifications
• Good general standard of education (e.g., GCSEs or equivalent).
• English and Maths at GCSE Grade C/4 or above (or equivalent).

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.

Employer details

Employer name: The Key Medical Practice
Address: The KEY Medical Practice Exeter Close Kidlington Oxfordshire OX5 1AP United Kingdom
Employer's website: https://keymedicalpractice.co.uk/