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NHS Jobs; Selby; On-site; GBP 22,000 - 32,000; Part time

Job summary

NHS Jobs in England is seeking an Admin Supervisor to lead the practice administration team, coordinate workloads and provide operational support.

The role balances supervisory duties with hands-on administrative tasks, ensuring GDPR-compliant handling of patient information and smooth running of the practice. Hours are 30 per week; pattern to be agreed, with a focus on service delivery and staff development.

Qualifications

• Experience supervising an administrative team.
• Experience processing referrals, correspondence and other administrative documents.
• Ability to manage patient registrations and demographic changes.
• Commitment to GDPR and confidentiality.
• Able to coordinate annual leave and rotas.

Responsibilities

• Provide day-to-day supervision to the administration team.
• Coordinate and allocate workloads to ensure timely completion.
• Support clinicians with administrative requirements.
• Process referrals and other admin documentation.
• Maintain confidential records and respond to queries.
• Assist with patient registrations and transfers.
• Monitor workloads and escalate as needed.

Skills

Team supervision

Workload coordination

Customer/patient queries handling

Job description

Job Description Job Title Admin Supervisor Reports To Assistant Practice Manager Hours 30 hours per week (working pattern to be agreed) Job Summary The Admin Supervisor is responsible for providing day-to-day coordination, supervision and operational support to the practice administration team. The postholder will support the efficient delivery of administrative services, ensuring workloads are managed effectively and practice procedures are followed consistently. The role combines supervisory responsibilities with hands‑on administrative duties and acts as a key link between the administration team and the Assistant Practice Manager. The postholder will provide guidance and support to colleagues, coordinate administrative activities and contribute to the smooth running of the practice while maintaining a personal administrative workload.

Main Duties and Responsibilities

Team Coordination and Supervision

• Provide day-to-day support and supervision to the administration team.
• Coordinate and allocate administrative workloads to ensure tasks are completed efficiently.
• Monitor outstanding work and deadlines, ensuring appropriate action is taken where necessary.
• Support colleagues with queries relating to administrative processes and procedures.
• Identify workload pressures and help ensure adequate administrative cover is maintained.
• Act as the first point of contact for routine administrative issues and concerns.
• Escalate complex or sensitive matters to the Assistant Practice Manager as appropriate.

Administrative Responsibilities

• Undertake a wide range of administrative duties in support of the practice.
• Process referrals, correspondence and other administrative documentation.
• Support clinicians with administrative requirements.
• Manage incoming and outgoing administrative work.
• Respond to routine queries from patients and healthcare professionals.
• Maintain accurate records and ensure information is handled confidentially.
• Support the administration team during periods of increased workload.

Patient Registration Process

• Process new patient registrations in line with practice procedures.
• Manage registration queries and patient demographic changes.
• Check registration documentation and ensure records are accurate and complete.
• Process deductions and patient transfers as required.Provide support and guidance to colleagues regarding registration processes.

Private Work and Insurance Administration

• Support the administration of private patient work and medical reports.
• Process insurance and third‑party requests for information.
• Assist with the administration of private fees and related documentation.
• Ensure private work is managed efficiently and within agreed timescales.

Staff Coordination

• Assist with the preparation and coordination of administrative rotas.
• Support the management of annual leave requests in line with practice procedures.
• Monitor staffing levels and identify potential gaps in cover.
• Assist with sickness and absence reporting processes.
• Support the induction and training of new administrative staff.
• Monitor agreed team performance indicators and raise concerns where appropriate.

General Responsibilities

• Maintain confidentiality at all times in accordance with GDPR, NHS guidance and practice policies.
• Work in accordance with all practice policies and procedures.
• Participate in team meetings, training and development activities.
• Contribute to the continuous improvement of administrative processes and patient services.
• Promote the values of Kindness, Quality, Transparency and Integrity in all aspects of work.

Key Working Relationships

• Assistant Practice Manager
• Senior Management Team
• Administrative Team
• Reception Team
• GPs and Clinicians
• Patients
• External Healthcare Organisations
• Other

Other Duties

The duties outlined in this job description are not intended to be exhaustive and may be amended in line with the changing needs of the practice. The postholder may be required to undertake other duties appropriate to the grade and nature of the role.