Medical Centre Administrator

HMC (Headmasters' and Headmistresses' Conference); Market Harborough; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent educational institution located in Market Harborough is seeking a Medical Centre Administrator to ensure the smooth operation of the Medical Centre. The role involves providing essential administrative support to the nursing team and managing communications. Candidates should possess strong organisational and communication skills, proficiency in Microsoft Office, and previous experience working with young people. This position offers the opportunity to contribute to the health and welfare of students within a dynamic educational environment.

Qualifications

• Exceptional organisational skills with the ability to manage complex schedules and multiple priorities.
• Meticulous attention to detail and accuracy in all correspondence.
• Previous experience working with children and young people.

Responsibilities

• Provide comprehensive administrative support to clinical staff.
• Assist with the efficient day-to-day operations of the Medical Centre.
• Support the coordination of routine medical appointments.

Skills

Strong organisational skills

Excellent communication skills

Numeracy and literacy

Proficient in Microsoft Office

Team player

Problem-solving skills

Education

GCSE level numeracy and literacy

Higher education qualification (desirable)

OPUS certificate (Medicines Awareness in Schools)

Tools

Database/MIS

Microsoft Excel

Microsoft Word

Job description

Medical Centre Administrator

We are seeking a Medical Centre Administrator who will provide essential administrative support to the nursing team, ensuring the smooth and efficient running of the Medical Centre and contributing to the delivery of high-quality care.

The Medical Centre operates 24‑hour medical care during term time and includes two treatment rooms, an in‑patient facility, a nurse on‑call room, a physiotherapy room, and two counselling rooms.

The nursing team plays a crucial role in the welfare provision at the College, supporting both pupils and staff. In addition to providing in‑patient care and emergency treatment, the nurses undertake a pastoral role, requiring effective communication with pupils, staff, and particularly Boarding Housemasters, Housemistresses, and Matrons.

The ideal candidate will be a highly experienced administrator with proven expertise in an administrative capacity, strong organisational and excellent communication skills. A genuine interest in working with young people, combined with a friendly and approachable manner, is essential.

Key Responsibilities and accountabilities:

• Provide comprehensive administrative support to clinical staff, facilitating the delivery of high‑quality healthcare services to pupils and staff.
• Assist with the efficient day‑to‑day operations of the Medical Centre, supporting the Nurse Manager with medical administration tasks.
• Assist with incoming communications to the Medical Centre, including telephone calls and emails, ensuring timely and appropriate responses or referrals.
• Support with the coordination of routine medical appointments, manage medication records, monitor stock levels, and liaise with external healthcare providers as necessary.
• Accurately input and maintain data across ISAMS and other relevant school information systems.
• Support the dissemination of up‑to‑date health guidance and protocols throughout the school during health emergencies, under the direction of the Nurse Manager.
• Act as a point of contact for other departments with Medical Centre‑related enquiries.
• Facilitate effective communication between the Medical Centre and boarding staff, teaching staff, coaches, and parents/guardians.
• Assist in maintaining and administering the Return to Play (R2P) process and the Off Games list (SOCS).
• Coordinate the registration process for boarding pupils at the Old Cottage Hospital as required.
• Support the overseeing of Medical Centre equipment and medical supplies management, including routine auditing and stock control.
• Attend and contribute to staff meetings, assisting the Nurse Manager with accurate documentation and follow‑up actions.
• Assist with the management of the administrative processes for new starters and leavers in relation to Medical Centre services.
• Assist with the review of pupils’ medical requirements for school trips via the EVOLVE system, ensuring the provision of appropriate support, including information, equipment, and medication.
• Undertake all duties in accordance with the College’s safeguarding protocols and procedures.

Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.

Qualifications and Requirements

• A high standard of numeracy and excellent literacy skills at least to GCSE are essential and a higher education qualification would be desirable.
• Proficient user of database/MIS.
• Proficient in Microsoft Office applications, particularly Excel and Word, with competence in managing multiple digital systems including document scanning and filing.
• Hold a current OPUS certificate (Medicines Awareness in Schools) – you will be put on the course if not currently held.
• Exceptional organisational skills with the ability to manage complex schedules and multiple priorities seamlessly.
• Meticulous attention to detail, ensuring accuracy in all correspondence, reports, and documentation.
• Professional appearance, with a warm, approachable, and compassionate manner, enabling effective liaison with staff, parents, pupils, and visitors.
• Excellent interpersonal and communication skills, capable of engaging with individuals at all organisational levels, both internally and externally.
• Collaborative team player with the ability to work autonomously and exercise sound judgement.
• Commitment to ongoing professional development, including willingness to undertake safeguarding and IT training as required.
• Ability to remain calm and provide reassurance, particularly in emergency situations.
• Maintain the highest standards of discretion and confidentiality.
• Commitment to maintaining a clean, tidy, and organised working environment.
• Highly organised, with the ability to prioritise and manage time effectively to meet competing demands.
• Strong problem‑solving skills with a proactive approach to supporting the Medical Centre and wider school community.
• Ability to maintain composure under pressure, demonstrating diplomacy, discretion, and professionalism at all times.
• Exceptional administrative skills with meticulous attention to detail.
• Previous experience working with children and young people.
• Working within a clinical healthcare setting or a related environment.
• Qualification in First Aid at Work.
• Full UK driving licence and the ability to drive as required.

The selection panel reserves the right to enhance any or all of the desirable criteria to attain a manageable field.

12 The Point, Rockingham Road, Market Harborough, Leicestershire, LE16 7QU