Job responsibilities
Job Summary
The
Administrative Team Leader is responsible for the day-to-day supervision and
development of the administrative team within the Practice. This role ensures high-quality,
patient-focused service delivery and supports clinical teams through effective
management of administrative workflows, compliance, and communication.
Key Responsibilities:
1. Team Leadership & Management
Lead and supervise the admin/reception team, ensuring tasks are
completed efficiently and accurately
To work collaboratively to support the Partners, Practice Manager
and wider team to ensure effective delivery of the admin service
Provide guidance, support, and motivation to team members,
fostering a positive and collaborative work environment
Organise staff rotas and arrange cover for peak times, absences
and annual leave
Provide regular 1:1s, team meetings, and performance feedback, aligning
with the Practice Continuous Performance management process to improve
individual and team outcomes
Support induction and training of new staff and oversee ongoing
development.
2. Administrative Operations
Oversee key admin processes and patient administration
Maintain consistent service quality across the department
Ensure all correspondence is consistently and accurately
processed.
Complete monthly recalls to support the nurse team
Prioritise the demands of the service, managing frequent
disruptions and conflicting priorities.
Taking responsibility for the process of dealing with insurance
forms and medical reports, according to the agreed
protocols
Liaising with secondary care over patient matters such as
appointments and referrals
Auditing 2WW referrals and updating C the Signs, according to the
agreed protocols
3. Communication
Communicate policy updates, process changes and key messages to
the admin team affectively
Manage escalated patient concerns or complaints in a calm and
professional manner
Maintain clear and effective communication across all teams
Encourage open respectful communication within the admin team and
foster a collaborative team culture
4. Compliance & Governance
Ensure admin processes align with NHS and local Practice policies
Oversee the maintenance of patient records and ensure that they
are accurate, secure and compliant with data protection
Support with audits, QOF, and CQC compliance
Ensure continued improvement of the office systems and procedures
providing a consistent, efficient, and effective service
Ensure all information held is kept up to date and relevant
5. Systems & IT Oversight
Support the use and maintenance of clinical systems (SystmOne)
Support the management of staff access levels and with template updates
Identify and report IT issues, liaising with support services when
necessary
6. Supporting Practice Management
Provide administrative support to the Practice Manager as required
Contribute to operational planning and service improvement
initiatives
Support the development and implementation of projects, assisting
with planning and execution
7. Personal Development
Participate in relevant training programs
Complete all mandatory and agreed training
Actively engage in the Practice Continuous
Performance Management process
8. Additional administrative responsibilities
Maintain and manage databases, collecting and analysing data, and
preparing reports
Maintain Cervical Smear screening recalls, results and ceasing
Monitor and maintain a healthy, safe, and secure workplace
Deliver a high standard of patient care leading the admin team to
work collaboratively to meet the needs of patients
Organising and booking GP locum services to ensure continuous
cover and service provision
Off duty preparation for nurse team and once complete, adding
rotas to clinical system