Administration Team Lead

NHS; Old Windsor; On-site; GBP 25,000 - 35,000; Full time

Job summary

An exciting opportunity has arisen for an enthusiastic individual to lead the administration team in a respected NHS practice. The role involves overseeing the operational efficiency of the Practice, supporting team development, and ensuring high standards of care for patients. Flexible hours are available, with a commitment to fostering a positive working environment.

Qualifications

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

Responsibilities

• Oversee administrative operations, ensuring staff responsibilities are met.
• Support team development and manage staff appraisal processes.
• Coordinate temporary administrative cover as needed.

Skills

Excellent communication skills

Effective time management

Teamwork

Problem solving

Analytical skills

Education

GCSE Mathematics & English (C or above) or equivalent

NHQ Level 2 in Health and Social Care

Job description

We have an exciting new opportunity for an enthusiastic and dynamic individual to join and lead our friendly administration team.

The administrative team play a large part in the efficient running of the Practice and look after everything that happens behind the scenes to keep the Practice running.

The role is for 20-30 hours per week with flexibility to cover colleagues when they are on leave.

The role involves providing day to day support and leadership to the team.

You will have excellent communication skills, be confident on use of computers including all MS Office products, effective time management skills, be able to work well as part of a team, but also using your own initiative to undertake work and the ability to work in a calm and organised manner. You will have the ability to support and coach team members alongside the ability to have challenging conversations. Experience working in a GP Practice is desirable, but not essential as full training will be given.

Main duties of the job

The following are the core responsibilities of the Administration Team Lead. There may be, on occasion, a requirement to carry out other tasks.

• Overseeing the administration operations, ensuring staff achieve their responsibilities in agreed timescales
• Basic line managing administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with training.
• Supporting staff appraisals and performance improvement plans
• Identifying and delivering team training where required
• Compiling administration staff rotas
• Coordinating the provision of temporary administration, ensuring sufficient cover is provided for periods of leave and other staff absences
• Reviewing and updating all administrative policies and procedures as required in conjunction with the Management Team
• To support and lead on the call / recall of patients for annual reviews for long term conditions (QOF) and provide regular reporting to the Management Team
• To support the provision of Locally Commissioned Services *LCS) and ensure patients are reviewed at regular intervals
• Assist with the administrative team duties including (but not limited to) managing the Practice email inbox, insurance reports, patient registrations, eConsultations, workflow and notes summarising
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Support all staff with general administrative tasks as requested

About us

Runnymede Medical Practice is a two site NHS GP practice situated in Old Windsor and Englefield Green looking after around 12,000 patients. The administration team is based at the Old Windsor site. We are committed to providing patient-centred care and looking after the wellbeing of our staff.

Job responsibilities

The following are the core responsibilities of the Administration TeamLead. There may be, on occasion, a requirement to carry out other tasks; thiswill be dependent upon factors such as workload and staffing levels:

a. Overseeing the administration operationsof the practice, ensuring staff achieve their primary responsibilities inagreed timescales

b. Basic line managing administrativestaff, supporting staff development, providing guidance and direction, ensuringstaff are up to date with mandatory training

c. Supporting staff appraisals andperformance improvement plans as required

d. Identifying and delivering team trainingwhere required

e. Compiling administration staff rotas

f. Coordinating the provision of temporaryadministrative, ensuring sufficient cover is provided for periods of leave andother staff absences

g. Reviewing and updating alladministrative policies and procedures as required in conjunction with theManagement Team

h. To support and lead on the call / recallof patients for annual reviews for long term conditions (QOF) and provideregular reporting to the Management Team

i. To support the provision of LocallyCommissioned Services (LCS) and ensure patients are reviewed at regularintervals

j. Assist with the administrative teamduties including (but not limited to) managing the Practice email inbox,insurance reports, patient registrations, eConsultations, workflow and notessummarising

k.Answer incoming phone calls, transferringcalls or dealing with the callers requests appropriately

m.Support all staff with general administrativetasks as requested

In addition tothe primary responsibilities, the Administration Team Lead may be requested to:

a. Partake in audit as directed by theaudit lead

b. Support reception staff, providing coverduring staff absences

c.Producemeeting agendas and record the minutes of meetings

d.Championcontinuous improvement, encouraging staff to participate and make suggestionsfor CI initiatives

e. Complete opening and closing proceduresin accordance with the duty rota

f. There may be, on occasion, a requirementto carry out other tasks. This will be dependent upon factors such as workloadand staffing levels

Person Specification

Qualifications

• GCSE Mathematics & English (C or above) or equivalent
• NHQ Level 2 in Health and Social Care

Experience

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

Skills

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

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.