Administration Team Lead

NHS; Eastbourne; On-site; GBP 27,000 - 32,000; Full time

Job summary

A not-for-profit GP Federation seeks an Administration Team Lead to oversee the Reception and Administration team in Eastbourne. The role entails managing daily operations, staffing, and ensuring high-quality patient care while fostering a positive team environment. Applicants need relevant qualifications, strong organizational skills, and previous supervisory experience in healthcare or a similar setting.

Qualifications

• Proven experience in a supervisory or team lead role.
• Excellent organizational skills to manage time and workload effectively.
• High levels of discretion, tact, and diplomacy.

Responsibilities

• Guide and support the Reception and Administration team.
• Manage rota, ensure adherence to patient-facing and back-office functions.
• Ensure compliance with safeguarding, data protection, and patient experience standards.

Skills

Organizational skills

Communication skills

Customer service

Leadership abilities

IT skills

Education

5 GCSEs at grades AC/4-9 or equivalent

NVQ Level 3 in Business Administration

Tools

Microsoft Office

EMIS

Job description

Job summary

As a not-for-profit GP Federation, South Downs Health and Care is slightly different in that we are not a GP Practice with our own list of patients. Instead, we provide services at scale such as out of hours NHS GP services on behalf of local practices (pre-booked appointments), Flu and Covid Vaccination Services and much more! SDHC also provide a Private GP service to the local community.

We have an exciting opportunity for an Administration Team Lead to join our busy and friendly team.

This would be on a permanent, full-time basis. Please email the contact email address if you'd like to book a chat with Katie Collett, Operations Manager, to understand more about the hours and how it works.

You will join our team of GPs, GP Trainees, Advanced Clinical Practitioners, Vaccinators and Phlebotomists who work extremely hard in providing services to support GP Practices in East Sussex.

Main duties of the job

In this key leadership role, you'll be responsible for guiding and supporting our Reception and Administration team, ensuring smooth day-to-day operations across both patient-facing and back-office functions. You'll play a vital part in rota management, staff training, and service mobilisation, helping us deliver high-quality care and a positive experience for patients and colleagues alike.

About us

Our vision is Better Health & Wellbeing. Today & Tomorrow.

We enjoy and value a friendly atmosphere across the company with staff who are willing to work collaboratively, with a 'can do' approach and who like to be busy. We operate a culture where staff are encouraged to be accountable and are willing to give and receive feedback directly with each other in a respectful way so that we can all learn together and from each other.

PLEASE NOTE WE DO NOT PROVIDE SPONSORSHIP FOR INTERNATIONAL APPLICANTS. PLEASE DO NOT APPLY UNLESS YOU HAVE UNRESTRICTED RIGHT TO WORK IN THE UK.

Details Date posted

22 July 2025

Pay scheme

Other

Salary

£27,415 to £31,500 a year

Contract

Permanent

Working pattern

Full-time

Reference number

B0164-25-0005

Job locations

Hillbrow Health & Wellbeing Ltd

1 Denton Road

Eastbourne

East Sussex

BN207SS

Job description Job responsibilities

As the Administration Team Lead, you'll be responsible for guiding, supporting, developing and managing our Reception and Administration team day. You'll be responsible for rota management and staffing, that everyone follows our administration and customer service procedures, and that both patient facing and back office functions run smoothly and effectively. You'll ensure all clinical administration tasks are completed efficiently, ensure were meeting relevant safeguarding, data protection and patient experience standards. You and your team will be the primary contact for patients and clinicians, so a friendly, welcoming, and helpful demeanour is essential. Flexibility, adaptability, and ability to manage change are also essential in this fast-paced environment. Exceptional communication and customer service skills and a can-do attitude are paramount to success in this role. Previous experience within primary care health services is advantageous.

Please see the full job description and person specification.

Job description Job responsibilities

As the Administration Team Lead, you'll be responsible for guiding, supporting, developing and managing our Reception and Administration team day. You'll be responsible for rota management and staffing, that everyone follows our administration and customer service procedures, and that both patient facing and back office functions run smoothly and effectively. You'll ensure all clinical administration tasks are completed efficiently, ensure were meeting relevant safeguarding, data protection and patient experience standards. You and your team will be the primary contact for patients and clinicians, so a friendly, welcoming, and helpful demeanour is essential. Flexibility, adaptability, and ability to manage change are also essential in this fast-paced environment. Exceptional communication and customer service skills and a can-do attitude are paramount to success in this role. Previous experience within primary care health services is advantageous.

Please see the full job description and person specification.

Person Specification Qualifications Essential

• 5 GCSEs at grades AC/4-9 (or equivalent), including English and Maths

Desirable

• NVQ Level 3 in Business Administration or equivalent/ ILM Level 3 or CMI Level 5 in Leadership and Management

Knowledge and Skills Essential

• Excellent organisational skills with ability to prioritise workload and manage time effectively to meet multiple deadlines in a busy environment
• High levels of discretion, tact and diplomacy
• Strong understanding of safeguarding, data protection and information governance
• Ability to use own initiative and work independently in line with agreed procedures
• Ability to manage sensitive staff issues with empathy and discretion
• Able to anticipate barriers and issues and take action to mitigate risks
• Good keyboard and IT skills including knowledge of Microsoft Office (Outlook, Word, Excel, Teams and PowerPoint as a minimum)
• Excellent communication skills (written, verbal and listening) across a range of individuals and groups (internal and external) whether in-person or via video/audio calls
• Proficient in EMIS and other clinical systems
• Able to adapt to unexpected changes
• Ability to manage, supervise and support admin team in daily operations and task delegation
• Knowledge of information governance, patient confidentiality and data protection requirements

Desirable

• Ability to manage, supervise and support admin team in daily operations and task delegation
• Knowledge of the NHS and the challenges facing Primary Care

Experience Essential

• Proven experience in a supervisory or team lead role
• Experience of working in a GP practice or equivalent environment
• Experience in managing administrative processes and quality improvement

Desirable

• Experience in rota management
• Experience of handling difficult conversations

Other Essential

• Ability to travel independently between locations in a timely manner as required in post
• Reliable work record
• DBS clearance if required
• Flexibility to work across a rota including evenings and weekends
• Evidence that personal behaviour reflects SDHC values at an individual and team level

Person Specification Qualifications Essential

• 5 GCSEs at grades AC/4-9 (or equivalent), including English and Maths

Desirable

• NVQ Level 3 in Business Administration or equivalent/ ILM Level 3 or CMI Level 5 in Leadership and Management

Knowledge and Skills Essential

• Excellent organisational skills with ability to prioritise workload and manage time effectively to meet multiple deadlines in a busy environment
• High levels of discretion, tact and diplomacy
• Strong understanding of safeguarding, data protection and information governance
• Ability to use own initiative and work independently in line with agreed procedures
• Ability to manage sensitive staff issues with empathy and discretion
• Able to anticipate barriers and issues and take action to mitigate risks
• Good keyboard and IT skills including knowledge of Microsoft Office (Outlook, Word, Excel, Teams and PowerPoint as a minimum)
• Excellent communication skills (written, verbal and listening) across a range of individuals and groups (internal and external) whether in-person or via video/audio calls
• Proficient in EMIS and other clinical systems
• Able to adapt to unexpected changes
• Ability to manage, supervise and support admin team in daily operations and task delegation
• Knowledge of information governance, patient confidentiality and data protection requirements

Desirable

• Ability to manage, supervise and support admin team in daily operations and task delegation
• Knowledge of the NHS and the challenges facing Primary Care

Experience Essential

• Proven experience in a supervisory or team lead role
• Experience of working in a GP practice or equivalent environment
• Experience in managing administrative processes and quality improvement

Desirable

• Experience in rota management
• Experience of handling difficult conversations

Other Essential

• Ability to travel independently between locations in a timely manner as required in post
• Reliable work record
• DBS clearance if required
• Flexibility to work across a rota including evenings and weekends
• Evidence that personal behaviour reflects SDHC values at an individual and team level

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.

Employer details Employer name

South Downs Health and Care Ltd (SDHC)

Address

Hillbrow Health & Wellbeing Ltd

1 Denton Road

Eastbourne

East Sussex

BN207SS

Employer's website

http://www.sdhc.org.uk/ (Opens in a new tab)

Employer details Employer name

South Downs Health and Care Ltd (SDHC)

Address

Hillbrow Health & Wellbeing Ltd

1 Denton Road

Eastbourne

East Sussex

BN207SS

Employer's website

http://www.sdhc.org.uk/ (Opens in a new tab)