Medical Secretary jobs in Manchester

Senior Receptionist/ Administrator

Location: Salford, Manchester

Job Type: Full-time, Permanent

Salary: Up to £30,000

We are a busy private hospital in Salford looking for an experienced and highly organised Senior Administrator to join our team. This role is central to ensuring the smooth running of our clinical and administrative operations, with a strong focus on scheduling, theatre coordination, and supporting our consultants.

While you will occasionally support reception and general administrative duties, the majority of your role will involve forward planning, coordinating clinical staff, and ensuring all theatre activity is fully prepared in advance.

Key Responsibilities

Scheduling & Coordination (Primary Focus)

• Plan and coordinate surgeon availability for Zoom and face‑to‑face consultations up to 6 months in advance
• Liaise closely with our Sales Manager and Head of Administration to ensure accurate scheduling and clinic planning
• Book anaesthetists and RMOs well in advance to support theatre lists
• Lead the weekly Activity Meeting, ensuring:
• Theatre schedules are accurate and confirmed
• Theatre times and procedures are fully planned
• Garments, implants, and all required equipment are ordered and in place
• Ensure theatre lists run smoothly and all relevant staff are informed
• Create and manage the administration rota, ensuring appropriate cover at all times

Administrative & Patient Coordination Duties

(Performed less frequently than the Receptionist/Administrator team, but still part of the role)

• Assist on clinic days, including meeting and greeting patients,
• General administration in line with hospital processes
• Booking appointments and managing patient communications
• Creating patient files for surgery and preparing surgical theatre lists
• Liaising with GPs for medical history and confirmations
• Ensuring all clinical paperwork and correspondence is sent to patients promptly
• Arranging pre‑operative and post‑operative assessments
• Updating patient information using the hospital’s CRM system
• Filing, photocopying, compiling patient notes, and other office duties
• Acting as a chaperone during surgical clinics when required
• Taking payments and handling monetary queries professionally

Reception Cover

• Provide reception cover every third weekend as part of the rota
• Provide weekday reception cover when Reception/Administrator staff take their days off following weekend shifts

Skills & Qualifications

• Strong administrative experience, ideally within a healthcare environment
• Excellent communication and interpersonal skills
• Confident liaising with surgeons, anaesthetists, and clinical teams
• Highly organised with strong attention to detail
• Proficient in Microsoft Office systems
• Able to prioritise workload and work proactively

Confidentiality

All staff must respect the confidentiality of all information encountered during employment and comply with the Data Protection Act (1998).

Additional Information

This job description is not exhaustive. Duties may evolve in line with the needs of the business and the ongoing development of the role.

Job Types: Full-time, Permanent

Pay: Up to £30,000.00 per year

Benefits:

• Company events
• Company pension
• Employee discount
• Free parking
• On-site parking

Ability to commute/relocate:

• Salford M5 4HB: reliably commute or plan to relocate before starting work (required)

Experience:

• Administration: 4 years (required)

Work Location: In person