Patient Services Supervisor

Alwoodley Medical Centre; Leeds; On-site; GBP 60,000 - 80,000; Full time

Job summary

A healthcare practice in Leeds is seeking an Administration Supervisor to lead an administrative team. This role includes operational management, supervision of staff, and ensuring compliance with NHS regulations. The ideal candidate will possess leadership experience in a GP practice, support staff development, and maintain high standards of service delivery. This position is crucial for ensuring accuracy in patient records and effective communication within the practice. A dynamic working environment is offered with a focus on teamwork.

Qualifications

• Previous experience in an admin supervisory role in a busy GP practice.
• Strong understanding of practice procedures and service expectations.

Responsibilities

• Provide daily supervision and leadership to the admin team.
• Coordinate daily operational workflow for admin duties.
• Ensure compliance with NHS contractual requirements.

Skills

Leadership

Team supervision

Operational management

Compliance with regulations

Education

GCSE grade A to C in English and Maths

Formal leadership, management or customer service training

Knowledge of NHS digital services

Job description

TheAdministration Supervisor provides day-to-day leadership, supervision andoperational oversight of the administrative team to ensure efficient andpatient-centred delivery of all administrative functions within the practice.This role acts as the senior point of contact for the admin team, convertingstrategic priorities set by the Admin Manager and Operational Manager intodaily workflows, and ensures compliance with NHS, CQC and practice standards.

Thepost holder will actively support staff development, coordinate dailyoperational activities, manage performance, and contribute to processimprovement across the practice. This role is critical to ensuring excellentservice, accuracy of patient records and data, and effective use of systemssuch as EMIS, PATCHS and Docmail.

Main duties of the job

1.Leadership & Team Supervision

Provide dailysupervision and leadership to the admin team, including reception,back-office, document management and task processing. Foster apositive working environment, motivate staff, and support wellbeing. Supportinduction and training of new staff, ensuring a thorough understanding ofpractice procedures and service expectations.

2.Operational Management

Coordinate dailyoperational workflow, ensuring admin duties are delivered to highstandards and resolved in a timely way. Allocate workfairly and efficiently across the admin team, adjusting priorities inresponse to workload pressures. Ensure adequatecover for sickness, annual leave and unplanned absences to maintain smoothservice delivery.

Ensure the adminteam provides a professional, courteous and effective service to patients,carers and practice visitors. Handle orsupport the resolution of patient complaints relating to admin services,escalating where appropriate. Maintain andmonitor patient communication channels, inboxes and phone lines, ensuringtimely responses. Promote bestpractice in all patient interactions and uphold high customer servicestandards.

5.Compliance, Policy & Governance

Ensure all adminfunctions comply with relevant NHS contractual requirements, CQCregulations, GDPR and data protection standards. Identify risks,non-compliance and safety issues; report and support appropriate follow-upactions.

About us

Alwoodley Medical Centre is an innovative andforward-thinking training practice looking after 19000 patients in North Leeds.We currently have 20 GPs, 7 practice nurses, 3 HCAs, and an extensive team ofsupport staff. We are friendly and collaborative in our approach, aiming to bea happy, high functioning team.

Job responsibilities

Key Responsibilities

• Provide daily supervision and leadership to the admin team, including reception, back-office, document management and task processing.
• Foster a positive working environment, motivate staff, and support wellbeing.
• Support induction and training of new staff, ensuring a thorough understanding of practice procedures and service expectations.
• Assist the Admin Manager with appraisals, return-to-work interviews and staff development goals.

2. Operational Management

• Coordinate daily operational workflow, ensuring admin duties are delivered to high standards and resolved in a timely way.
• Allocate work fairly and efficiently across the admin team, adjusting priorities in response to workload pressures.
• Ensure adequate cover for sickness, annual leave and unplanned absences to maintain smooth service delivery.
• Chair or contribute to monthly admin team meetings, develop agendas and monitor actions.
• Ensure the admin team provides a professional, courteous and effective service to patients, carers and practice visitors.
• Handle or support the resolution of patient complaints relating to admin services, escalating where appropriate.
• Maintain and monitor patient communication channels, inboxes and phone lines, ensuring timely responses.
• Promote best practice in all patient interactions and uphold high customer service standards.

5. Compliance, Policy & Governance

• Ensure all admin functions comply with relevant NHS contractual requirements, CQC regulations, GDPR and data protection standards.
• Implement and ensure adherence to practice policies and SOPs within the admin team.
• Identify risks, non-compliance and safety issues; report and support appropriate follow-up actions.

Person Specification

Qualifications

• GCSE grade A to C in English and Maths
• Previous experience in an admin supervisory role in a busy GP practice.
• Formal leadership, management or customer service training.
• Knowledge of additional clinical systems or NHS digital services.

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.