Administration Team Leader

Allscreens Nationwide Ltd; Princes Risborough; On-site; GBP 28,000 - 34,000; Full time

Job summary

A short description of the role in the Allscreens Nationwide Ltd Primary Care Services administration team, focusing on leading day-to-day operations and coordinating activities to ensure clinics are well supported.

The role involves supervising administrative staff, monitoring staffing levels, and ensuring efficient clinic rotas and room allocations, while responding to changing service demands to maintain continuity.

Responsibilities

• Lead the day-to-day running of the Primary Care Services administration team and allocate work to coordinate daily activities to support clinics.
• Provide day-to-day supervision, guidance and support to the administration team and monitor staff performance.
• Monitor staffing levels, annual leave and sickness, escalating risks to service delivery.
• Act as the first point of escalation for administration staff.
• Ensure clinic rotas, appointment templates and room allocations are effectively managed.
• Support operational continuity by responding proactively to changing service demands.
• Identify opportunities to improve administrative processes and patient pathways and support the implementation of new services.

Job description

Key Responsibilities

Operational Leadership Lead the day-to-day running of the Primary Care Services administration team. Allocate work and coordinate daily activities to ensure all clinics are appropriately supported. Monitor staffing levels, annual leave and sickness, escalating any risks to service delivery. Act as the first point of escalation for administration staff. Ensure clinic rotas, appointment templates and room allocations are effectively managed. Support operational continuity by responding proactively to changing service demands.

Team Leadership Provide day-to-day supervision, guidance and support to the administration team. Contribute to team meetings. Support recruitment, induction and training of new administration staff. Monitor staff performance, identifying training and development needs. Promote a positive, inclusive and supportive team culture in line with organisational values. Ensure compliance with HR policies and support informal performance management where appropriate.

Service Performance Monitor appointment utilisation, clinic capacity and administrative workflows. Ensure appointments are booked efficiently to maximise clinic utilisation. Produce routine activity reports and performance information for the management team. Identify trends or operational issues and recommend improvements. Support achievement of service KPIs and contractual requirements.

Quality & Governance Ensure administrative processes comply with organisational policies and information governance requirements. Support audits and implement agreed actions. Assist with incident reporting, complaints and investigations where required. Promote high standards of data quality and record keeping. Escalate operational risks or quality concerns promptly.

Administration Responsibilities Operational tasks, including: Booking appointments and recalls. Managing EMIS appointment books. Creating eRS referrals. Preparing clinic paperwork. Typing patient correspondence. Liaising with GP practices, clinicians and hospitals. Completing data logs and reports. Supporting all Primary Care Services clinics.

Service Improvement Identify opportunities to improve administrative processes and patient pathways. Support the implementation of new services and changes to existing services. Contribute ideas that improve efficiency, patient experience and productivity. Support the introduction of digital systems and new ways of working.

Communication & Relationships Develop effective working relationships with clinicians, operational managers and GP practices. Act as a key communication link between administration staff and the management team. Ensure information is communicated accurately and consistently across the service. Promote collaborative working across Primary Care Services.