Admin Team LeaderNHS

Job summary

Are you an experienced GP or NHS administrator ready to take the next step in your career?

At Woodbury Surgery, we're looking for a motivated, approachable and proactive Admin Team Leader to join our friendly and supportive team. This is a fantastic opportunity to play a key role in a busy, patient-focused practice, leading a dedicated administration team while helping to shape and improve the services we provide to our local community.

Main duties of the job

This is a varied and rewarding role where no two days are the same. You'll combine hands-on administrative work with team leader responsibilities, supporting colleagues, coordinating workloads, solving problems and ensuring our patients receive an efficient, professional and compassionate service. We're looking for someone who thrives in a fast-paced environment, enjoys working with people, and can inspire those around them to deliver their best.

Job description

Job Summary:

The Admin Team Leader is responsible for leading and supporting the administration team to deliver an efficient, high-quality and patient-focused service. The role combines day-to-day administrative duties with team leadership responsibilities, including coordinating workloads and rotas, providing training and support to staff, overseeing key administrative processes, and acting as a point of contact for team queries. The post holder will work closely with patients, practice colleagues and external organisations to ensure the smooth running of practice operations and the delivery of excellent patient care.

Patient Services & Reception:

• Communicate effectively with patients, staff, visitors and external agencies.
• Receive, welcome and advise patients, signposting where appropriate.
• Make appointments and operate appointment systems.
• Answer telephone enquiries from patients, staff and external agencies.
• Explain practice arrangements to newly registering patients.
• Collect payments and issue receipts for non-NHS services.
• Open and secure the premises in accordance with practice protocols.

Administrative Support & Records Management:

• Process and record information in accordance with practice protocols.
• Provide administrative assistance including photocopying and scanning.
• Process and distribute incoming and outgoing mail, including medical reports.
• Administer new patient registrations and patient deductions.
• Coding of clinical correspondence.
• Write and prepare letters and care plans.
• Monitor the practice website for patient submissions and provide appropriate responses.

Referrals & Patient Pathways:

• Arrange patient referral appointments as directed by GPs using the NHS e-Referral Service.
• Liaise with the Referral Support Service as required.
• Book and monitor patient waiting lists.

Team Leadership & Staff Development:

• Act as the first point of contact for administration team queries.
• Provide training, support and mentoring to new and existing staff.
• Share information effectively between the management team and administration team.
• Provide feedback to support appraisal and performance review processes.
• Lead, motivate and support the administration team.
• Organise and lead regular team meetings.
• Promote positive team working and a culture of continuous improvement.

Operational Management:

• Prepare and monitor administration team rotas and work schedules.
• Run and monitor reports as requested by the management team.
• Order stationery and other office supplies as required.
• Ensure office equipment is maintained and report faults promptly.
• Assist colleagues with outstanding work to ensure service continuity.

Quality Improvement & Governance:

• Assist with the development, implementation and monitoring of Standard Operating Procedures.
• Identify opportunities for service improvement and support change initiatives.
• Maintain a broad knowledge of administration processes to support practice resilience.
• Ensure all work is undertaken in line with practice policies, procedures and confidentiality requirements.
• Attend practice meetings, mandatory training and other learning events as required.

About us

The salary advertised reflects a 35-hour week worked over four days; however, we welcome applications from candidates seeking between 31 and 36 hours per week.

In return, you'll be joining a friendly and supportive team where your contribution is valued, your ideas are welcomed, and you'll have the opportunity to make a meaningful difference to both patients and colleagues.

If you're looking for your next challenge and would like to be part of a progressive, patient-focused practice, we'd be delighted to hear from you.