Job summary
An opportunity has arisen for a Senior Administrator / Secretary Team Leader.
This post is for 26 hours over four days - Monday, Tuesday, Thurday and Friday 9am-4pm.
You will need to be compassionate and caring, diplomatic and be able to manage the demands of the role with empathy and resilience.
The successful applicants must possess excellent communication skills and have the ability to work well in a team, and be able to display strong management skills.
Main duties of the job
The senior administrator / secretary team leader will play an important role in ensuring our patients receive outstanding safe, effective and responsive care.
You will work alongside a team of experienced administrators and part of a larger practice team dedicated to ensuring the best outcomes for our patients.
The job description provide full details of the main duties of the role.
About us
Waterside Medical Centre is a CQC 'outstanding' rated practice with 14,500 patients in the centre of the beautiful spa town of Royal Leamington Spa.
We are conveniently located in the town centre close to the train station with excellent transport links and a large, free staff car park.
We prioritise patient care and have a long-serving, friendly and professional practice team.
Job description
Job responsibilities
About the Role
This is a fantastic opportunity to join a CQC 'outstading' rated GP Practice and work with an experienced administration team supporting our clinical team deliver outstanding care. As a Team Leader you will work alongside our management team, ensuring smooth operations and high-quality service delivery.
Key responsibilities include:
- Supervising and motivating non-clinical teams to meet performance targets and manage workload
- Supporting the team with day-to-day issues, including patient escalations and complex cases
- Managing sickness absence, performance concerns, and supporting staff wellbeing
- Conducting HR duties including recruitment, induction, and performance reviews
- Providing guidance and mentorship to junior staff, promoting a positive team culture
- Managing secretarial and administrative functions such as ERS, clinical correspondence, medical reports, registrations, cytology, patient coordination and escalation
- Handling queries from GPs, patients, and other departments with professionalism and empathy
- Arrange, attend and participate in meetings; minuting meetings as required and following up on actions.
- Leading on administrative improvements including SOP writing, auditing, and service redesign
- Ensuring compliance with NHS targets, NHS policies, and data governance standards
- Be actively involved in projects and lead on areas of improvement/change.
- Resolve daily matters with a positive can do attitude, whilst managing a busy workload.
- Work closely with other Team Leaders, Admin Manager, Operational Managers and General Managers across all areas in a professional manner.
- Complaints investigation, reporting and identifying & implementing lessons learnt.
- Overseeing the management and monitoring of recalls, shared care prescribing.
- Manage clinical corresponsence and coding into medical records
- Medical reports
What We Are Looking For
Were seeking candidates who are:
- Experienced in team supervision, with a understanding of NHS administrative processes
- Organised and detail-oriented, with excellent planning and prioritisation skills
- Confident in working with NHS IT systems such as EMIS, Docman, AccuRx and NHS e-Referrals (ERS)
- Empathetic communicators, able to handle sensitive queries and support distressed patients and relatives
- Proactive problem-solvers, committed to improving workflows and service delivery
If you're ready to take the next step in your administrative career and lead a team making a real difference, we would love to hear from you
Working Pattern: 26hours per week. Monday, Tuesday, Thursday and Friday 9am-4pm
Interview Date: Provisional Dates of 2nd and 4th of December
For further information please contact: Tim Morris at tim.morris@watersidemc.nhs.uk
Job description
Job responsibilities
About the Role
This is a fantastic opportunity to join a CQC 'outstading' rated GP Practice and work with an experienced administration team supporting our clinical team deliver outstanding care. As a Team Leader you will work alongside our management team, ensuring smooth operations and high-quality service delivery.
Key responsibilities include:
- Supervising and motivating non-clinical teams to meet performance targets and manage workload
- Supporting the team with day-to-day issues, including patient escalations and complex cases
- Managing sickness absence, performance concerns, and supporting staff wellbeing
- Conducting HR duties including recruitment, induction, and performance reviews
- Providing guidance and mentorship to junior staff, promoting a positive team culture
- Managing secretarial and administrative functions such as ERS, clinical correspondence, medical reports, registrations, cytology, patient coordination and escalation
- Handling queries from GPs, patients, and other departments with professionalism and empathy
- Arrange, attend and participate in meetings; minuting meetings as required and following up on actions.
- Leading on administrative improvements including SOP writing, auditing, and service redesign
- Ensuring compliance with NHS targets, NHS policies, and data governance standards
- Be actively involved in projects and lead on areas of improvement/change.
- Resolve daily matters with a positive can do attitude, whilst managing a busy workload.
- Work closely with other Team Leaders, Admin Manager, Operational Managers and General Managers across all areas in a professional manner.
- Complaints investigation, reporting and identifying & implementing lessons learnt.
- Overseeing the management and monitoring of recalls, shared care prescribing.
- Manage clinical corresponsence and coding into medical records
- Medical reports
What We Are Looking For
Were seeking candidates who are:
- Experienced in team supervision, with a understanding of NHS administrative processes
- Organised and detail-oriented, with excellent planning and prioritisation skills
- Confident in working with NHS IT systems such as EMIS, Docman, AccuRx and NHS e-Referrals (ERS)
- Empathetic communicators, able to handle sensitive queries and support distressed patients and relatives
- Proactive problem-solvers, committed to improving workflows and service delivery
If you're ready to take the next step in your administrative career and lead a team making a real difference, we would love to hear from you
Working Pattern: 26hours per week. Monday, Tuesday, Thursday and Friday 9am-4pm
Interview Date: Provisional Dates of 2nd and 4th of December
For further information please contact: Tim Morris at tim.morris@watersidemc.nhs.uk
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Support HR processes to include recruitment, appraisal and performance management
- Significant experience of working in an administrative environment including typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
- Co-ordinating meetings and associated duties.
- Extracting data and report preparation.
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Support HR processes to include recruitment, appraisal and performance management
- Significant experience of working in an administrative environment including typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
- Co-ordinating meetings and associated duties.
- Extracting data and report preparation.
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
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.
