Administration Team Lead

Runnymede Medical Practice; Old Windsor; On-site; GBP 60,000 - 80,000; Part time

Job summary

A healthcare facility in England seeks an enthusiastic individual to lead their administration team. The candidate will provide support, manage staff rotas, and assist with various administrative tasks. A strong background in communication and organization is essential, along with a commitment to patient-centered care. Training will be provided, making it suitable for candidates with varying levels of experience. This role accommodates 20-30 hours per week with an in-person requirement, primarily at the Old Windsor site.

Qualifications

• Experience working with the general public and administrative duties.
• Experience leading/managing a team in healthcare.
• Ability to process information accurately and effectively.

Responsibilities

• Providing support and leadership to the administration team.
• Managing staff rotas and arranging cover for absences.
• Assisting with workload, including processing clinical documentation.

Skills

Excellent communication skills

Competent in MS Office and Outlook

Good organisational & time management skills

Ability to use own initiative

Experience leading a team

Ability to build relationships

Education

GCSE Maths and English at Grade C or above

NVQ Level 2 in Health and Social Care

Tools

EMIS

Docman

AccuRx

Ardens IT Systems

Job description

We have an exciting 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. This role ideally would involve working on a Monday, Tuesday and Thursday, but we are open to discussions for the right person and is based at the Practice in person and not suitable for working from home.

Main duties of the job

The role involves;

• Providing day to day support and leadership to the team
• Supporting recruitment & induction of new team members alongside identifying training needs for the whole team
• Liaison with the Management Team on areas for improvement or of concern
• Managing staff rotas and arranging cover for times of absence
• Development and management of call/recall systems
• Assisting the team with workload including; Filing & coding all incoming clinical documentation, Reviewing all clinical documentation & forwarding to clinical staff as appropriate, Processing referrals to secondary and community care teams, Dealing with insurance reports & requests for private letters, Managing the Practice email inbox, New patient registrations, Supporting the call/recall of patients for annual reviews and Liaising with the clinicians and patients as necessary

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.

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 role involves;

• Providing day to day support and leadership to the team
• Supporting recruitment & induction of new team members alongside identifying training needs for the whole team
• Liaison with the Management Team on areas for improvement or of concern
• Managing staff rotas and arranging cover for times of absence
• Development and management of call/recall systems
• Assisting the team with workload including; Filing & coding all incoming clinical documentation, Reviewing all clinical documentation & forwarding to clinical staff as appropriate, Processing referrals to secondary and community care teams, Dealing with insurance reports & requests for private letters, Managing the Practice email inbox, New patient registrations, Supporting the call/recall of patients for annual reviews and Liaising with the clinicians and patients as necessary

Person Specification

Qualifications

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
• NVQ Level 2 in Health and Social Care

Knowledge & Skills

• Excellent communication skills (written and oral)
• Competent in the use of MS Office and Outlook
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative
• Ability to work as part of a team
• Good organisational & time management skills
• Prior knowledge and use of EMIS/Docman/AccuRx/Ardens IT Systems
• Prior experience leading a team
• Ability to network and build relationships

Experience

• Experience of working with the general public
• Experience of administrative duties
• Experience of leading/managing a team
• Experience of working in a healthcare setting
• Experience of working in General Practice
• Experience of successfully developing and implementing projects
• Experience of chairing meetings, and producing agendas and minutes

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.