Administrator

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., 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., Role Accountabilities Administrative & Operational Support Provide routine clerical and administrative support to ensure the effective running of theservice. Accurately complete basic administrative tasks such as filing, photocopying, scanning, anddata entry. Assist with the preparation of documents, reports, spreadsheets, and presentations underguidance 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 andNHS policies. Handle all data responsibly, ensuring confidentiality, accuracy, and compliance with dataprotection 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 informationappropriately, 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, dataprotection regulations (e.g., GDPR), and NHS governance policies. Follow organisational procedures to maintain compliance and support safe, high-qualityservice 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 skillsas required. Support the wider team to achieve service objectives efficiently, demonstrating reliability anda proactive approach to tasks. Job description Job responsibilities Role Accountabilities Administrative & Operational Support Provide routine clerical and administrative support to ensure the effective running of theservice. Accurately complete basic administrative tasks such as filing, photocopying, scanning, anddata entry. Assist with the preparation of documents, reports, spreadsheets, and presentations underguidance 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 andNHS policies. Handle all data responsibly, ensuring confidentiality, accuracy, and compliance with dataprotection 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 informationappropriately, 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, dataprotection regulations (e.g., GDPR), and NHS governance policies. Follow organisational procedures to maintain compliance and support safe, high-qualityservice 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 skillsas required. Support the wider team to achieve service objectives efficiently, demonstrating reliability anda proactive approach to tasks.

• 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.
Desirable
• Knowledge of NHS systems or administrative procedures.
Experience Essential
• Experience using basic IT systems (e.g., email, word processing).
• Experience working in any customer-facing, service, or team environment (paid or voluntary).
Desirable
• Previous administrative experience.
• Experience handling sensitive or confidential information., 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 Essential
• Good general standard of education (e.g., GCSEs or equivalent).
• English and Maths at GCSE Grade C/4 or above (or equivalent).
Desirable
• Relevant administrative or IT training/certificates.
Person Specification Skills and Knowledge Essential
• 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.
Desirable
• Knowledge of NHS systems or administrative procedures.
Experience Essential
• Experience using basic IT systems (e.g., email, word processing).
• Experience working in any customer-facing, service, or team environment (paid or voluntary).
Desirable
• Previous administrative experience.
• Experience handling sensitive or confidential information., 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 Essential
• Good general standard of education (e.g., GCSEs or equivalent).
• English and Maths at GCSE Grade C/4 or above (or equivalent).
Desirable
• Relevant administrative or IT training/certificates.
  
  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 Key Medical Practice is owned and operated by Principal Medical Limited (PML), which works in partnership with the NHS to deliver primary care services in GP practices and community settings.
Founded in 2004 as a not-for-profit organisation by local GPs, PML was established to enable healthcare professionals to develop and deliver innovative services at scale. Today, 70% of GP practices in Oxfordshire and 22% in Northamptonshire are associated with the Federation. PML is the largest GP Federation in Oxfordshire and South Northamptonshire, serving nearly 800,000 patients. We believe local providers are best placed to deliver high-quality, cost-effective care that meets community needs. With over 20 years of experience, PML has a strong track record of delivering NHS, ICB and Public Health services. Our work is guided by five core values: being Compassionate, Competent, Courteous, Collaborative and Committed. We welcome applicants from diverse backgrounds and those with protected characteristics under the Equality Act 2010.