Job Description

Medical Records Administrator | Full Time - 37.5 hrs pw | Permanent | Edinburgh | Murrayfield

At Spire Healthcare, our patients are at the heart of everything we do—and behind every seamless patient journey is a dedicated team ensuring vital information is in the right place at the right time. As a Medical Administrator, you’ll play a key role in supporting safe, efficient care by managing and maintaining accurate medical records. Your work will directly impact patient experience, helping clinicians deliver the highest standards of treatment with confidence.

In this role, you'll take responsibility for the preparation, tracking, and secure storage of medical records across outpatient, pre-assessment, and admissions clinics. You'll ensure records are organised, accurate, and accessible, responding promptly to requests while maintaining strict confidentiality in line with data protection requirements. From filing reports and correspondence to transporting records across departments, your attention to detail and organisation will be essential in a busy healthcare environment. This is a physically active role which involves regular movement around the hospital, handling large volumes of medical records, lifting and carrying files, and being on your feet for extended periods. Candidates should be comfortable undertaking these duties as part of their day-to-day responsibilities.

Duties and Responsibilities:

• Preparing and tracking patient records for outpatient, pre-assessment, and admissions clinics
• Organising, filing, and securely storing medical records, including archiving
• Responding promptly to requests for records and information
• Managing data input accurately and efficiently
• Handling general administrative duties such as telephone enquiries and photocopying
• Transporting records between departments as required
• Maintaining strict compliance with data protection regulations

Who we’re looking for:

• Experience in a healthcare administration or medical records environment (desirable)
• Strong organisational skills and ability to manage priorities in a busy setting
• Confident using Microsoft Office and IT systems
• Excellent communication skills and a collaborative mindset
• Comfortable undertaking the physical aspects of the role, including frequent walking throughout the hospital, moving and transporting medical records, lifting and carrying files, and periods of standing

Working Hours: Full Time | 37.5 hours per week | Opening hours are 7am -8pm Monday to Friday

Saturday 7-3

Sunday 8-4

1 in 4 weekends

Contract Type: Permanent

Benefits:

We offer employees a competitive salary as well as a comprehensive benefits package designed to support your wellbeing, both inside and outside of work. This includes:

• 35 days’ annual leave inclusive of bank holidays (pro rata) – helping you maintain a healthy work-life balance
• Access to private healthcare and health insurance options – giving you reassurance and faster access to care
• Gym and wellbeing benefits – supporting your physical and mental wellbeing
• Free on-site parking – making your day-to-day easier
• A supportive team within a leading independent healthcare provider – where you'll feel valued and part of something meaningful
• Employer and employee contributory pension with flexible retirement options – supporting your future
• ‘Spire for you’ reward platform - discount and cashback for over 1000 retailers
• Free Bupa wellness screening – helping you stay on top of your health

Our Values:

We are extremely proud of our heritage in private healthcare and of our values as an organisation:

• Driving clinical excellence
• Doing the right thing
• Caring is our passion.
• Keeping it simple
• Delivering on our promises
• Succeeding and celebrating together

We commit to our employees’ well-being through work life balance, on-going development, support and reward.

“Spire Healthcare is a leading independent healthcare group in the United Kingdom, running 38 hospitals and over 50 clinics across England, Wales and Scotland. It provides diagnostics, inpatient, day case and outpatient care, operates a network of private GPs and provides workplace health services to over 800 corporate clients. It also delivers a range of private and NHS mental health, musculoskeletal and dermatological services.”

Our vision is to be recognised as a world class healthcare business bringing together the best people who are dedicated to developing excellent clinical environments and delivering the highest quality patient care.

Closing Date: We’re reviewing applications as they come in, so early applications are encouraged.