Admin Team Leader

Irwell Medical Practice; Bacup; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare provider in Bacup is seeking an Admin Team Leader to manage the administration team effectively. Responsibilities include overseeing daily operations, supporting staff development, and ensuring compliance with practice policies. The ideal candidate has excellent communication skills and experience in healthcare administration. This role offers an opportunity to contribute to a supportive healthcare environment focused on continuous improvement.

Benefits

Health and wellbeing programs

Social events

Fruit hampers for staff

Qualifications

• Experience of working with the general public.
• Experience of administrative duties.
• Experience of leading/managing a team.
• Experience of working in a healthcare setting.

Responsibilities

• Overseeing administration operations and ensuring objectives are met.
• Line managing administrative staff and supporting staff development.
• Completing staff appraisals with management support.
• Managing admin staff holiday requests and ensuring sufficient cover.

Skills

Excellent communication skills (written and oral)

Time management

Interpersonal skills

Problem solving

Computer skills

Education

GCSE English (C or above)

A-level/equivalent or higher

NVQ Level 2 in Health and Social Care

Tools

Office

Outlook

Job description

To be responsible for the efficient managementand direction of the administration team, ensuring all administrative dutiesare performed effectively and to the required standard, meeting the objectivesof the practice.

To support themanagement team in promoting ED&I, SHEF, quality and continuousimprovement, confidentiality, collaborative working, service delivery, learningand development, and to carry out other duties as directed by the managementteam.

Main duties of the job

Please see attached job description and person specification for more information on what the role entails.

We welcome informal visits to the Practice. If this is something you would like to arrange, please contact Jessica Thompson or Jack Morris at [e-mail]

About us

Irwell Medical Practice isa consistently high QOF & Quality Framework achiever. In our last CQCinspection (2017) we were rated outstanding. We are dedicated to looking after our staff and have a real focus on health and wellbeing. We have a dedicated Health + Wellbeing Champion who staff have access to, we provide twice weekly fruit hampers for staff to enjoy and we organise several social events throughout the year. We are a large but extremely friendly and close knit team.

We are looking toappoint an highly motivated Admin Team Leader who will be responsible for the smooth and efficient management of the Admin Team, which currently makes up a team of 6. You will ensure all administrative duties are performed effectively and to a high standard, meeting the objectives of the Practice.

We are an established Training Practicewith 6 Partners, 6 Salaried GPs, 5 Practice Nurses, 2 Healthcare Assistant, 1Nurse Associate and 1 Advanced Nurse Practitioners with a practice populationof 15,100 and growing.

Job responsibilities

The following are the core responsibilities of theAdministration Team Leader. There may be, on occasion, a requirement to carryout other tasks; this will be dependent upon factors such as workload andstaffing levels.

The Administration Team Leader is responsible for:

a. Overseeing the administration and support operations of the practice,ensuring staff achieve their primary responsibilities

b. Line managing all administrative staff, supporting staff development,providing guidance and direction, ensuring staff are up to date withmandatory training, with support of the Management Team when required

c. Completing staff appraisals as required with support of the ManagementTeam

d. Chairing monthly admin team staff meetings, producing the agenda,arranging minute taking and ensuring all agreed actions are completed

e. Attending the weekly Departmental Meeting with the Management Team andother department leads

f. Identifying and delivering team training where required

g. Manage admin staff holiday requests and ensure sufficient cover is inplace

h. Compiling administration staff rotas to ensure work is completedefficiently and effectively, ensuring sufficient cover is provided forperiods of leave and other staff absences

i. Reviewing and updating all administrative policies and procedures asrequired

j. Supporting the management team in the compilation of practice reportsand the practice development plan

k. Developing, implementing and embedding efficient office processes andprocedures

l. Acting as a focal point for the practice managing requests fromexternal organisations such as the local police, solicitors, DVLA and otheragencies

m. Providing initial guidance and advice to patients who wish to verballycomplain about matters relating to the Admin Team

n. Carry out weekly vaccine counts and ordering of vaccines workingclosely with the Nurse Manager and Nursing Team

o. Oversee weekly emergency equipment checks and ordering of emergencydrugs working closely with the Nurse Manager and Nursing Team

p. Carry out quarterly GP Home Visit Bag checks and ordering of contents

q. Carry out quarterly admin workflow audits for the GP Partners toreview

r. Managing all deliveries to practice, ensuring adherence to the coldchain policy as necessary

s. Manage and process incoming blood and smear results and distributethem to clinicians as per the agreed protocol

t. Work with the Reception Co-Ordinator processing new patient registrationsas per the agreed protocol

u. Work with the IG Lead GP and Practice Manager in processing fullmedical record requests, online services requests and proxy access requests,as per the agreed protocol

v. Carry out various admin tasks and cover for the admin team when required

w. Ensure the administration team adheres to all Practice policies

x. Ensure the administration team works towards all CQC regulationsrelating to their role

y. Lead by example

Person Specification

Qualifications

• GCSE English (C or above) and at least three others
• Educated to A-level/equivalent or higher, with relevant experience
• NVQ Level 2 in Health and Social Care

Skills

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Initiative and judgement (knowing when to ask for help)
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexibility to work outside of core office hours
• Maintain confidentiality at all times

Experience

• Experience of working with the general public
• Experience of administrative duties
• Experience of leading/managing a team
• Experience of working in a healthcare setting
• Experience of providing appraisal writing and staff development

Disclosure and Barring Service Check

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.

Depending on experienceBetween Band 4 and middle of Band 5, as a guide.