Administration Team Leader

Job description

Job responsibilities

The following are the core responsibilities of the Administration Team Leader. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Administration Team Leader will be responsible for:

a. Overseeing the administration and support operations of the practice, ensuring administration staff achieve their primary responsibilities

b. Supporting all administrative staff, supporting staff development, providing guidance and direction, working with the operations manager to ensure staff within your team are up to date with mandatory training.

c. Providing feedback for staff appraisals as required

d. Identifying and delivering admin team training where required

e. Compiling administration staff rotas

f. Reviewing and updating all administrative procedures as required

g. Supporting the management team in the compilation of practice reports and the practice development plan when required.

h. Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation

Work with the Operations Manager to ensure that sufficient cover is provided for periods of leave and other staff absences within your team.

j. Coordinate and produce admin meeting agendas and record the minutes of meetings

k. Attend meetings for team leaders

l. Assist with QOF/IFF target planning and ensure admin team members are updated with any changes throughout the year.

m. Champion continuous improvement, encouraging staff to participate and make suggestions for QI initiative

In addition to the primary responsibilities, the Administration/Office/Reception Manager may be requested to:

a. Partake in audit as directed by the audit lead

b. Attend Patient Participation Group meetings

c. Support the Partners, Business Manager and/or Operation Manager with new/changed contracts/requirements.

d. Support the Partners, Business Manager and/or Operation Manager to aim for outstanding CQC rating.

Person Specification

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a healthcare setting
• Experience of leading a team

Desirable

• Experience of supporting staff development

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Initiative and judgement (knowing when to ask for help)
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexibility to work outside of contracted hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times

Qualifications

Essential

• GCSE English (C or above) and at least three others

Desirable

• Educated to A-level/equivalent or higher, with relevant experience
• Leadership and/or management qualification

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills (generic)
• Clear, polite telephone manner
• Competent in the use of Office
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• SystmOne user skills

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.

Employer details

Employer name

Paddington Green Health Centre

Address

4 Princess Louise Close

London

W2 1LQ

Employer's website

https://www.paddingtongreenhc.nhs.uk/ (Opens in a new tab)