Admin Team Leader

Nhs View All Jobs; Exeter; On-site; GBP 29,000 - 36,000; Full time

Job summary

Woodbury Surgery is seeking an Admin Team Leader to run the admin team, coordinate workloads and rotas, provide training and support to staff, and help deliver an efficient, patient-focused service in a busy GP practice. The role blends hands-on administration with people leadership, requiring a proactive, approachable leader who can motivate the team and resolve problems quickly.

The role also involves working closely with patients, practice colleagues and external organisations to ensure

Job description

This is a varied and rewarding role where no two days are the same. You'll combine hands-on administrative work with team leader responsibilities, supporting colleagues, coordinating workloads, solving problems and ensuring our patients receive an efficient, professional and compassionate service. We're looking for someone who thrives in a fast-paced environment, enjoys working with people, and can inspire those around them to deliver their best., The Admin Team Leader is responsible for leading and supporting the administration team to deliver an efficient, high-quality and patient-focused service. The role combines day-to-day administrative duties with team leadership responsibilities, including coordinating workloads and rotas, providing training and support to staff, overseeing key administrative processes, and acting as a point of contact for team queries. The post holder will work closely with patients, practice colleagues and external organisations to ensure the smooth running of practice operations and the delivery of excellent patient care. Patient Services & Reception:

Patient Services & Reception

• Communicate effectively with patients, staff, visitors and external agencies.
• Receive, welcome and advise patients, signposting where appropriate.
• Make appointments and operate appointment systems.
• Answer telephone enquiries from patients, staff and external agencies.
• Explain practice arrangements to newly registering patients.
• Collect payments and issue receipts for non-NHS services.
• Open and secure the premises in accordance with practice protocols.

Administrative Support & Records Management

• Process and record information in accordance with practice protocols.
• Provide administrative assistance including photocopying and scanning.
• Process and distribute incoming and outgoing mail, including medical reports.
• Administer new patient registrations and patient deductions.
• Coding of clinical correspondence.
• Write and prepare letters and care plans.
• Monitor the practice website for patient submissions and provide appropriate responses.

Referrals & Patient Pathways

• Arrange patient referral appointments as directed by GPs using the NHS e-Referral Service.
• Liaise with the Referral Support Service as required.
• Book and monitor patient waiting lists.

Team Leadership & Staff Development

• Act as the first point of contact for administration team queries.
• Provide training, support and mentoring to new and existing staff.
• Share information effectively between the management team and administration team.
• Provide feedback to support appraisal and performance review processes.
• Lead, motivate and support the administration team.
• Organise and lead regular team meetings.
• Promote positive team working and a culture of continuous improvement.

Operational Management

• Prepare and monitor administration team rotas and work schedules.
• Run and monitor reports as requested by the management team.
• Order stationery and other office supplies as required.
• Ensure office equipment is maintained and report faults promptly.
• Assist colleagues with outstanding work to ensure service continuity.

Quality Improvement & Governance

• Assist with the development, implementation and monitoring of Standard Operating Procedures.
• Identify opportunities for service improvement and support change initiatives.
• Maintain a broad knowledge of administration processes to support practice resilience.
• Ensure all work is undertaken in line with practice policies, procedures and confidentiality requirements.
• Attend practice meetings, mandatory training and other learning events as required.

At Woodbury Surgery, we're looking for a motivated, approachable and proactive Admin Team Leader to join our friendly and supportive team. This is a fantastic opportunity to play a key role in a busy, patient-focused practice, leading a dedicated administration team while helping to shape and improve the services we provide to our local community.

Communication Essential

• Excellent verbal and written communication skills
• Ability to communicate effectively and sensitively with patients, colleagues and external organisations
• Ability to remain professional, calm and courteous when dealing with challenging situations or difficult conversations

Experience Essential

• Previous experience working within a GP Practice or NHS setting
• Experience of working in a busy environment and managing competing demands
• Experience of using computerised systems to maintain accurate records and process information accurately

Desirable

• Previous experience of working within a supervisory/team leader role
• Experience training, mentoring, or supporting the development of admin staff
• Experience working within Primary Care and an understanding of GP practice processes and patient pathways
• Experience of using SystmOne clinical software
• Understanding of appointment management, care navigation, and demand and capacity within a GP practice, GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above
• Good standard of general education
• Evidence of continued development

Communication Essential

• Excellent verbal and written communication skills
• Ability to communicate effectively and sensitively with patients, colleagues and external organisations
• Ability to remain professional, calm and courteous when dealing with challenging situations or difficult conversations

Experience Essential

• Previous experience working within a GP Practice or NHS setting
• Experience of working in a busy environment and managing competing demands
• Experience of using computerised systems to maintain accurate records and process information accurately

Desirable

• Previous experience of working within a supervisory/team leader role
• Experience training, mentoring, or supporting the development of admin staff
• Experience working within Primary Care and an understanding of GP practice processes and patient pathways
• Experience of using SystmOne clinical software
• Understanding of appointment management, care navigation, and demand and capacity within a GP practice, GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above
• Good standard of general education
• Evidence of continued development
• Qualification in Team Leading, Management or Leadership (e.g. ILM Level 3 or equivalent)
• NVQ Level 3 (or equivalent) in Business Administration or Customer Services
• Training or qualifications relevant to NHS or Primary Care administration

The salary advertised is based on a 35-hour working week. Our preferred working pattern is Monday, Wednesday and Friday, 8:00am to 6:00pm, plus either Tuesday or Thursday, 8:00am to 3:00pm, with the remaining day as a non-working day. While this is our ideal arrangement, we are open to discussing some flexibility for the right candidate.

In return, you'll join a welcoming team where your contribution is genuinely valued, your ideas are encouraged, and you'll have the opportunity to make a real difference to both patients and colleagues. Interviews will be held on Tuesday 3 November. If you're ready for a new challenge and would like to be part of a forward-thinking, friendly practice, we'd love to hear from you.