Admin Team Leader

The Methodist Church in Britain; Hampstead; On-site; GBP 19,000 - 29,000; Part time

Job summary

Woodbury Surgery is seeking an Admin Team Leader to head the administration team in a busy GP practice. The role blends hands-on admin duties with staff leadership, rotas, and training, in a patient-centred environment.

Applicants should have GP/NHS experience, strong communication skills, and a track record of leading teams. The post mentions 31–36 hours per week and a busy, patient-focused setting with opportunities to improve processes.

Qualifications

• GCSEs in English and Mathematics at grade C/4 or above.
• Evidence of continued development.
• Experience working in GP practice or NHS setting.

Responsibilities

• Lead, motivate and support the administration team.
• Prepare and monitor admin team rotas and workloads.
• Provide training, support and mentoring to staff.
• Act as first point of contact for admin team queries.
• Arrange patient referrals using NHS e-Referral Service.
• Book and monitor patient waiting lists.
• Communicate with patients, staff and external agencies.
• Oversee coding of clinical correspondence, letters, care plans, registrations and deductions.
• Organise and lead regular team meetings.
• Run and monitor reports for management.
• Develop and monitor Standard Operating Procedures and identify service improvements.
• Provide feedback to support appraisal and performance review.

Skills

Verbal and written communication

Team leadership

Organisation

Customer service

Education

GCSE English & Maths (C/4+)

Continued professional development

General education

Tools

SystmOne

Job description

The Admin Team Leader heads the administration team at Woodbury Surgery, a GP practice. The post mixes hands-on admin, such as referrals, records and patient queries, with leading colleagues, setting rotas and training staff. The practice welcomes applicants seeking 31 to 36 hours a week in a busy, patient-focused setting. Previous experience in a GP practice or NHS setting is essential.

What the job involves

• Lead, motivate and support the administration team
• Prepare and monitor admin team rotas and work schedules, coordinating workloads
• Provide training, support and mentoring to new and existing staff
• Act as first point of contact for administration team queries
• Arrange patient referral appointments using the NHS e-Referral Service and liaise with the Referral Support Service
• Book and monitor patient waiting lists
• Communicate with patients, staff and external agencies, including telephone enquiries and welcoming patients
• Oversee key administrative processes, including coding clinical correspondence, letters, care plans, registrations and deductions
• Organise and lead regular team meetings
• Run and monitor reports as requested by the management team
• Assist with developing and monitoring Standard Operating Procedures and identify service improvements
• Provide feedback to support appraisal and performance review

Qualifications

• GCSEs (or equivalent) in English and Mathematics at grade C/4 or above
• Good standard of general education
• Evidence of continued development

Experience

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

Skills & knowledge

• Excellent verbal and written communication skills
• Communicating effectively and sensitively with patients, colleagues and external organisations
• Remaining professional, calm and courteous in challenging or difficult conversations

Nice to have

• Previous supervisory or team leader experience
• Experience training, mentoring or supporting the development of admin staff
• Experience working within primary care and understanding of GP practice processes and patient pathways
• Experience using SystmOne clinical software
• Understanding of appointment management, care navigation, and demand and capacity within a GP practice
• 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