Administration Team Lead

Integrated Care System; Eastbourne; On-site; GBP 30,000 - 40,000; Full time

Job summary

A not-for-profit healthcare federation in Eastbourne is seeking an Administration Team Lead to oversee the Reception and Administration team. This leadership role includes managing staffing, ensuring compliance with standards, and providing exceptional support to patients and colleagues. Ideal candidates will have a supervisory background in a healthcare setting and possess excellent communication and organizational skills.

Qualifications

• Proven experience in a supervisory or team lead role.
• Experience of working in a GP practice or equivalent environment.
• Strong understanding of safeguarding and data protection.

Responsibilities

• Guide and support Reception and Administration team.
• Manage rota and staffing to ensure efficient operations.
• Ensure compliance with clinical administration standards.

Skills

Organisational skills

Customer service skills

Communication skills

Discretion and diplomacy

Education

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

NVQ Level 3 in Business Administration or equivalent

ILM Level 3 or CMI Level 5 in Leadership and Management

Tools

Microsoft Office (Outlook, Word, Excel, Teams, PowerPoint)

EMIS and other clinical systems

Job description

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 forguiding and supporting our Reception and Administration team, ensuring smoothday-to-day operations across both patient-facing and back-office functions.You'll play a vital part in rota management, staff training, and servicemobilisation, helping us deliver high-quality care and a positive experience forpatients 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.

Job responsibilities

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

Please see the full job description and person specification.

Person Specification

Qualifications

• 5 GCSEs at grades AC/4-9 (or equivalent), including English and Maths
• NVQ Level 3 in Business Administration or equivalent/ ILM Level 3 or CMI Level 5 in Leadership and Management

Knowledge and Skills

• 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
• 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

• 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
• Experience in rota management
• Experience of handling difficult conversations

Other

• Ability to travel independently between locations in a timely manner as required in post
• 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.