Administrative Supervisor - BMC

Brisdoc-Healthcare-Services; Bristol; On-site; GBP 16,000 - 23,000; Full time

Benefits offered by this job

NHS pension

Generous annual leave

Discretionary annual bonus

Job summary

BrisDoc-Healthcare-Services seeks an experienced administrator lead for Broadmead Medical Centre to supervise the Support Administration team and ensure efficient records, document management and patient support. You will oversee performance and drive improvements while maintaining NHS standards in a fast-paced environment.

The role requires strong leadership, experience with medical records and clinical systems like EMIS Web, and a commitment to high patient care.

Qualifications

• Educated to GCSE level (or equivalent) including English
• Experience supervising or leading a team
• Significant experience in administrative roles within a healthcare or GP setting
• Experience managing medical records, document workflows and/or recall systems
• Experience using clinical systems (e.g. EMIS Web)
• Experience working in a fast-paced, high-volume environment
• Strong leadership and people management skills
• Excellent organisational and prioritisation abilities
• Ability to work under pressure and manage competing demands
• Committed to high standards of patient care and service delivery
• Professional, approachable, and supportive
• Problem-solving and decision-making capability

Responsibilities

• Provide direct line management to the Support Administration team
• Allocate and coordinate workloads across Medical Records and Document Management functions
• Monitor team performance against targets, KPIs, and service standards
• Conduct regular 1:1s, supervision, appraisals, and performance reviews
• Support staff development, training, and continuous professional development
• Manage annual leave, sickness absence, and rota planning to ensure adequate cover
• Address performance concerns and undertake informal/formal HR processes where required
• Foster a positive, inclusive, and high-performing team environment
• Oversee all administrative workflows ensuring tasks are completed accurately, safely, and within agreed timescales
• Ensure efficient processing of: Patient medical records (electronic and paper)
• Document scanning, coding, and workflow management
• Ensure administrative systems and processes are consistently maintained and optimised
• Identify bottlenecks and implement improvements to enhance efficiency and reduce backlogs
• Ensure continuity of service across all administrative functions
• Ensure compliance with GDPR, Information Governance, and NHS records management standards
• Monitor accuracy and quality of clinical coding and record summarising
• Oversee processing of subject access requests and medical report requests
• Ensure secure handling, storage and transfer of patient data
• Promote best practice in records management across the administrative team
• Ensure administrative processes support effective safeguarding practices in line with organisational policies
• Oversee the safe handling, coding, and escalation of safeguarding information within patient records
• Ensure staff are trained in and adhere to safeguarding administrative processes
• Support accurate and timely documentation of safeguarding concerns
• Work collaboratively with clinical and safeguarding leads to ensure robust information management
• Ensure all admin processes meet Practice policies, NHS standards and CQC requirements
• Monitor incidents, errors and near misses and support learning outcomes
• Participate in audits and quality improvement initiatives
• Ensure standard operating procedures (SOPs) are maintained and updated
• Promote a culture of accountability, quality, and continuous improvement

Skills

Leadership

People management

Prioritisation

Communication

Attention to detail

Confidentiality

Problem solving

Education

GCSE level

Leadership or management qualification

Administration or healthcare-related qualification

Information Governance training

Tools

EMIS Web

Job description

Join us in delivering excellent healthcare to our local community - Broadmead Medical Centre

At Broadmead Medical Centre, no two days are the same. You’ll be right at the heart of a diverse and fast-moving inner-city healthcare service, supporting over 10,000 patients from all walks of life. Whether you’re helping someone access urgent care or providing calm support in emotionally charged moments, your actions will shape someone’s day, for the better.

Lead and inspire a busy administrative team, ensuring the smooth and efficient delivery of key services including medical records, document management, and patient support. You’ll oversee performance, drive improvements, and ensure compliance with NHS standards, ideal for a proactive leader who thrives in a fast-paced healthcare environment

Important Eligibility Information
Please note thatBrisDoc is not able to offer visa sponsorship for this role.

Main duties of the job

Who We’re Looking For

We’re looking for people who share our passion for the NHS and delivering "patient care by people who care".

• Educated to GCSE level (or equivalent) including English
• Experience of supervising or leading a team
• Significant experience in administrative roles within a healthcare or GP setting
• Experience managing medical records, document workflows and/or recall systems
• Experience using clinical systems (e.g. EMIS Web)
• Experience working in a fast-paced, high-volume environment
• Strong leadership and people management skills
• Excellent organisational and prioritisation abilities
• Ability to work under pressure and manage competing demands
• Committed to high standards of patient care and service delivery
• Professional, approachable, and supportive
• Problem-solving and decision-making capability

Working for our organisation

Why Join Our Team?

Make a Lasting Impact

• Play a vital role in day-to-day supervision and coordination of the administrative support function within Practice Services
• Be part of a service built on kindness, hope, and respect, ensuring every person feels valued and included
• You'll join a team that has your back: mentoring, supporting and developing one another

Professional growth and recognition

• Benefit from employee recognition platform with exclusive offers
• We support your professional development with supervision, CPD and training
• As an Employee Owned Trust, you're a co-owner empowered to shape the suture of our organisation and take part in decision- making
• High energy, High reward. If you like being on the go and making a tangible difference, you'll thrive here

Recognising Your Value

• Salary £14.41 per hour
• Full time, 37.5 hrs per week - office based
• Generous annual leave, NHS pension and discretionary annual bonus
• Comprehensive wellbeing support, NHS discounts, cycle-to-work scheme, and employee assistance programme

Join a Leading Social Enterprise

As part of BrisDoc, an employee-owned social enterprise, you'll be empowered as a co-owner to shape the future of healthcare delivery. We're deeply committed to equity, diversity, inclusion, sustainability, and innovation. Ensuring your career grows in a direction aligned with your values.

Detailed job description and main responsibilities

Team Leadership & Line Management

• Provide direct line management to the Support Administration team
• Allocate and coordinate workloads across Medical Records and Document Management functions
• Monitor team performance against targets, KPIs, and service standards
• Conduct regular 1:1s, supervision, appraisals, and performance reviews
• Support staff development, training, and continuous professional development
• Manage annual leave, sickness absence, and rota planning to ensure adequate cover
• Address performance concerns and undertake informal/formal HR processes where required
• Foster a positive, inclusive, and high-performing team environment

Operational Oversight

• Oversee all administrative workflows ensuring tasks are completed accurately, safely, and within agreed timescales
• Ensure efficient processing of:
• Patient medical records (electronic and paper)
• Document scanning, coding, and workflow management
• Ensure administrative systems and processes are consistently maintained and optimised
• Identify bottlenecks and implement improvements to enhance efficiency and reduce backlogs
• Ensure continuity of service across all administrative functions

Patient Records & Information Management

• Ensure compliance with GDPR, Information Governance, and NHS records management standards
• Monitor accuracy and quality of clinical coding and record summarising
• Oversee processing of subject access requests and medical report requests
• Ensure secure handling, storage and transfer of patient data
• Promote best practice in records management across the administrative team

Non-Clinical Safeguarding Procedures

• Ensure administrative processes support effective safeguarding practices in line with organisational policies
• Oversee the safe handling, coding, and escalation of safeguarding information within patient records
• Ensure staff are trained in and adhere to safeguarding administrative processes
• Support accurate and timely documentation of safeguarding concerns
• Work collaboratively with clinical and safeguarding leads to ensure robust information management

Quality, Compliance & Governance

• Ensure all admin processes meet Practice policies, NHS standards and CQC requirements
• Monitor incidents, errors and near misses and support learning outcomes
• Participate in audits and quality improvement initiatives
• Ensure standard operating procedures (SOPs) are maintained and updated
• Promote a culture of accountability, quality, and continuous improvement

Please see the attached Job Description for more information about the role.

We reserve the right to amend the closing date for this vacancy depending on application levels.

Person specification

Qualifications and Training

• Educated to GCSE level (or equivalent) including English
• Evidence of continuing professional development
• Leadership or management qualification (e.g. ILM, NVQ Level 3/4 in Management
• Administration or healthcare-related qualification
• Information Governance training

Experience

• Significant experience in administrative roles within a healthcare or GP setting
• Experience of supervising or leading a team
• Experience managing medical records, document workflows and/or recall systems
• Experience working in a fast-paced, high-volume environment
• Experience using clinical systems (e.g. EMIS Web)
• Experience in NHS primary care
• Experience of performance management and staff development
• Experience of service improvement or audit work

Skills and Competencies

• Strong leadership and people management skills
• Excellent organisational and prioritisation abilities
• Strong attention to detail and accuracy
• Effective communication and interpersonal skills
• Ability to work under pressure and manage competing demands
• Problem-solving and decision-making capability
• Ability to maintain confidentiality at all times

Personal Attributes

• Professional, approachable, and supportive
• Resilient and adaptable
• Proactive and solutions-focused
• Committed to high standards of patient care and service delivery

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.