GP Practice Office Lead

NHS; St. Ives; On-site; GBP 60,000 - 80,000; Part time

Job summary

A medical practice in St. Ives is seeking a motivated Office Lead to oversee the administration and reception teams. The role involves staff management, handling patient interactions, and ensuring efficient service delivery. Candidates should have experience in a GP environment and knowledge of SystmOne. This part-time position offers 31 hours per week with a starting date as soon as possible.

Qualifications

• Experience of working in a GP practice.
• Experience of leading/managing a team.
• Previous experience as a Medical Receptionist or handling primary care administration.

Responsibilities

• Oversee daily operations of admin and reception teams.
• Support development of staff and manage performance.
• Handle patient queries and complaints.

Skills

SystmOne user skills

Strong IT skills

Clear, polite telephone manner

Leadership

Education

GCSE English (C or above)

NVQ Level 2 in Health and Social Care

Tools

Office

Outlook

Job description

Job summary

The Spinney Surgery are looking for a motivated Office Lead to join our medical reception and administration teams. This will be a permanent position to start as soon as possible.

Main duties of the job

• Oversee Administration & Reception: Supervise day-to-day operations of the admin and reception teams to ensure efficient service delivery.

• Staff Management: Support and assist with managing staff performance, development, rotas, appraisals, and training needs.

• Reception Duties: Work regular shifts on the reception, handling calls, front desk inquiries, and administrative outcomes.

• Policy & Process Oversight: Maintain and update policies, office processes, and ensure compliance with regulations.

• Staff Cover & Scheduling: Manage leave/absence cover and update appointment systems accordingly.

• Patient Interaction: Handle low-level complaints and provide initial support to dissatisfied patients.

• Team Support: Assist with audits, meeting coordination, social media updates, and continuous improvement initiatives.

This is a part-time, permanent role (31 hours/week), requiring availability on Mondays and Fridays. Experience with SystmOne and previous NHS GP admin/reception work is strongly preferred.

About us

The Spinney Surgery has approximately 11,500 patients from wide variety of backgrounds all with differing needs.We are a supportive team which offers a happy and friendly environment to work in. Team work is at the heart of our surgery and as such new members of staff are given full training and mentoring.

Details Date posted

29 July 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A1559-25-0002

Job locations

Spinney Surgery

Ramsey Road

St. Ives

Cambridgeshire

PE27 3TP

Job description Job responsibilities

We are seeking a motivated and experienced Office Lead to join our friendly and busy team at The Spinney Surgery. This key leadership role is responsible for the efficient day-to-day coordination and direction of our administration and reception teams, ensuring all duties are carried out effectively and to a high standard, in line with the objectives of the practice.

The successful candidate will work closely with the management team to support the delivery of services, staff development, and continuous improvement. A background in administration and reception within a medical or NHS GP environment is highly desirable, along with a working knowledge of SystmOne, which is an essential requirement for the role.

Key Responsibilities:

• Lead, support, and supervise admin and reception staff to ensure smooth operation of services.

• Oversee rotas, training, appraisals, and staff development.

• Work regular scheduled sessions on reception and admin tasks.

• Review and update policies, procedures, and internal processes.

• Support the management team in audits, meetings, reports, and practice planning.

• Handle low-level complaints and patient queries with professionalism and care.

• Maintain accurate appointment systems and staff leave records.

• Act as building fire marshal and ensure compliance with relevant health and safety procedures.

Additional Duties:

• Promote Equality, Diversity & Inclusion (ED&I), Safety, Health, Environment & Fire (SHEF), quality, confidentiality, and learning across the team.

• Support initiatives for continuous improvement and contribute to QOF and patient engagement activities.

Please view the attached Office Lead Job Description and Person Specification for full details of the role, responsibilities, and required experience.

This post is subject to a Disclosure and Barring Service (DBS) check.

Job description Job responsibilities

We are seeking a motivated and experienced Office Lead to join our friendly and busy team at The Spinney Surgery. This key leadership role is responsible for the efficient day-to-day coordination and direction of our administration and reception teams, ensuring all duties are carried out effectively and to a high standard, in line with the objectives of the practice.

The successful candidate will work closely with the management team to support the delivery of services, staff development, and continuous improvement. A background in administration and reception within a medical or NHS GP environment is highly desirable, along with a working knowledge of SystmOne, which is an essential requirement for the role.

Key Responsibilities:

• Lead, support, and supervise admin and reception staff to ensure smooth operation of services.

• Oversee rotas, training, appraisals, and staff development.

• Work regular scheduled sessions on reception and admin tasks.

• Review and update policies, procedures, and internal processes.

• Support the management team in audits, meetings, reports, and practice planning.

• Handle low-level complaints and patient queries with professionalism and care.

• Maintain accurate appointment systems and staff leave records.

• Act as building fire marshal and ensure compliance with relevant health and safety procedures.

Additional Duties:

• Promote Equality, Diversity & Inclusion (ED&I), Safety, Health, Environment & Fire (SHEF), quality, confidentiality, and learning across the team.

• Support initiatives for continuous improvement and contribute to QOF and patient engagement activities.

Please view the attached Office Lead Job Description and Person Specification for full details of the role, responsibilities, and required experience.

This post is subject to a Disclosure and Barring Service (DBS) check.

Person Specification Qualifications Essential

• GCSE English (C or above) and at least three others

Desirable

• NVQ Level 2 in Health and Social Care
• Leadership and/or management qualification

Experience Essential

• Experience of working in a GP practice
• Experience of working with the general public
• Experience as a Medical Receptionist or working on administrative duties in primary care
• Experience of working in a healthcare setting
• Experience of leading/managing a team
• SystmOne user skills
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook

Desirable

• Experience of providing appraisal writing and staff development

Person Specification Qualifications Essential

• GCSE English (C or above) and at least three others

Desirable

• NVQ Level 2 in Health and Social Care
• Leadership and/or management qualification

Experience Essential

• Experience of working in a GP practice
• Experience of working with the general public
• Experience as a Medical Receptionist or working on administrative duties in primary care
• Experience of working in a healthcare setting
• Experience of leading/managing a team
• SystmOne user skills
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook

Desirable

• Experience of providing appraisal writing and staff development

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.

Employer details Employer name

Spinney Surgery

Address

Spinney Surgery

Ramsey Road

St. Ives

Cambridgeshire

PE27 3TP

Employer's website

https://spinney-surgery.org.uk/ (Opens in a new tab)

Employer details Employer name

Spinney Surgery

Address

Spinney Surgery

Ramsey Road

St. Ives

Cambridgeshire

PE27 3TP

Employer's website

https://spinney-surgery.org.uk/ (Opens in a new tab)