Admin Team Leader

£27,000.00 to £29,000.00 per year (£27000.00 - £29000.00 a year)

Contract Type: Permanent

Hours: Full time

Disability Confident: No

Closing Date: 26/03/2026

Responsibilities for Human Resources

• Line manage administrational staff, supporting the Deputy Practice Manager/Practice Manager.
• Ensure regular supervisions and annual appraisals for the administrative team.
• Provide coaching, support and feedback to staff in line with company policies and procedures.
• Ensure all new starters complete induction training and keep starter packs up to date.
• Maintain accurate records of appointments, messages, visits, post, patient registration, repeat prescriptions, filing systems, births and deaths.
• Collaborate with the Clinical Lead to ensure smooth running of the site and provide administrative support to the clinical teams.
• Coordinate rotas of admin staff and leave requests to ensure efficient operation of all sites and services.
• Provide day to day support, leadership, first line management and guidance for the practice reception and administration team, covering the reception team when needed.
• Communicate effectively with patients, staff and external agencies.
• Act as first point of contact for patient complaints, owning and resolving issues promptly.
• Involve patients in service improvement through quarterly Patient and Public Involvement (PPG) sessions and other feedback methods.
• Maintain excellent communication with the management team and attend management and site meetings.
• Coach, train, develop and motivate all administrational and reception staff.
• Conduct supervisions, appraisals and formulate development plans for each team member.
• Set SMART objectives for each team member in relation to their roles and responsibilities.
• Manage relevant absence processes where applicable.
• Promote continual improvement in the surgery through shared learning with the Deputy Practice/Practice Manager.
• Ensure all processes and policies are adhered to in line with SPCT values.
• Participate in recruitment and selection of new staff with the Clinical Leads and Deputy Practice Manager.
• Handle day to day needs, difficulties and requirements of the clinical staff.
• Manage health & safety and infection control for self and others, following the Practice Health & Safety Policy, Manual and Infection Control Policy.
• Comply with health & safety policies, report hazards promptly and keep work areas clean and hygienic.
• Maintain awareness of national standards of infection control, hygiene, regulatory/contractual/professional requirements and good practice guidelines.
• Report incidents via the organisation's Incident Reporting System and use personal security systems as per Practice guidelines.
• Maintain good housekeeping of the admin and reception areas.
• Ensure staff, visiting staff and visitors are signed in/out to maintain building security.
• Maintain KPIs around delivery of service to patients.
• Lead and coordinate administrational functions to support shared services and employees.
• Analyse service provision with the Deputy Practice Manager and improve processes for optimum productivity and efficiency.
• Ensure health and safety for all employees and patients at the site.
• Adhere to legislation and compliance requirements at all times.
• Coordinate and manage administrative rota and leave requests.
• Plan and organise workloads to meet deadlines and patient needs.
• Provide regular performance updates to the Deputy Practice Manager and the Management Team.
• Work with the Management Team on new projects, ensuring company policies are followed and accurate records are kept.
• Represent the company positively and collaborate with internal and external partners for integrated service delivery.
• Monitor, evaluate and manage service processes and protocols, ensuring staff adherence.
• Assist in the formulation of new policies, processes and system implementation.
• Support staff in the use of front end systems, telephone systems and software/hardware.
• Produce and monitor site data to ensure targets are met.
• Report significant events as per SPCT procedures and participate in shared learning.
• Review and identify learning from complaints, incidents and near miss events.
• Manage resources such as stationery and ordering efficiently.
• Encourage staff to update and develop their skills with evidence-based knowledge and competence, maintaining a Personal Development Plan (PDP).
• Deliver NHS contract requirements, including the Quality and Outcomes Framework and locally enhanced services.
• Comply with all SPCT policies and procedures, identify improvements where appropriate, and uphold confidentiality of records.
• Follow safeguarding policies, reporting mechanisms and training requirements, ensuring compliance with modern slavery and human trafficking legislation.
• Maintain safeguarding responsibilities for children and adults at risk.

Jobs are provided by the Find a Job Service from the Department for Work and Pensions (DWP).