Job summary
The
Administration Supervisor provides day-to-day leadership, supervision and
operational oversight of the administrative team to ensure efficient and
patient-centred delivery of all administrative functions within the practice.
This role acts as the senior point of contact for the admin team, converting
strategic priorities set by the Admin Manager and Operational Manager into
daily workflows, and ensures compliance with NHS, CQC and practice standards.
The
post holder will actively support staff development, coordinate daily
operational activities, manage performance, and contribute to process
improvement across the practice. This role is critical to ensuring excellent
service, accuracy of patient records and data, and effective use of systems
such as EMIS, PATCHS and Docmail.
Main duties of the job
1.
Leadership & Team Supervision
Provide daily
supervision and leadership to the admin team, including reception,
back-office, document management and task processing. Foster a
positive working environment, motivate staff, and support wellbeing. Support
induction and training of new staff, ensuring a thorough understanding of
practice procedures and service expectations.
2.
Operational Management
Coordinate daily
operational workflow, ensuring admin duties are delivered to high
standards and resolved in a timely way. Allocate work
fairly and efficiently across the admin team, adjusting priorities in
response to workload pressures. Ensure adequate
cover for sickness, annual leave and unplanned absences to maintain smooth
service delivery.
3.
Patient Service & Quality
Ensure the admin
team provides a professional, courteous and effective service to patients,
carers and practice visitors. Handle or
support the resolution of patient complaints relating to admin services,
escalating where appropriate. Maintain and
monitor patient communication channels, inboxes and phone lines, ensuring
timely responses. Promote best
practice in all patient interactions and uphold high customer service
standards.
5.
Compliance, Policy & Governance
Ensure all admin
functions comply with relevant NHS contractual requirements, CQC
regulations, GDPR and data protection standards. Identify risks,
non-compliance and safety issues; report and support appropriate follow-up
actions.
About us
Alwoodley Medical Centre is an innovative and
forward-thinking training practice looking after 19000 patients in North Leeds.
We currently have 20 GPs, 7 practice nurses, 3 HCAs, and an extensive team of
support staff. We are friendly and collaborative in our approach, aiming to be
a happy, high functioning team.
Job description
Job responsibilities
Key Responsibilities
1. Leadership & Team Supervision
- Provide daily supervision and leadership to the admin team, including reception, back-office, document management and task processing.
- Foster a positive working environment, motivate staff, and support wellbeing.
- Support induction and training of new staff, ensuring a thorough understanding of practice procedures and service expectations.
- Assist the Admin Manager with appraisals, return-to-work interviews and staff development goals.
2. Operational Management
- Coordinate daily operational workflow, ensuring admin duties are delivered to high standards and resolved in a timely way.
- Allocate work fairly and efficiently across the admin team, adjusting priorities in response to workload pressures.
- Ensure adequate cover for sickness, annual leave and unplanned absences to maintain smooth service delivery.
- Chair or contribute to monthly admin team meetings, develop agendas and monitor actions.
3. Patient Service & Quality
- Ensure the admin team provides a professional, courteous and effective service to patients, carers and practice visitors.
- Handle or support the resolution of patient complaints relating to admin services, escalating where appropriate.
- Maintain and monitor patient communication channels, inboxes and phone lines, ensuring timely responses.
- Promote best practice in all patient interactions and uphold high customer service standards.
5. Compliance, Policy & Governance
- Ensure all admin functions comply with relevant NHS contractual requirements, CQC regulations, GDPR and data protection standards.
- Implement and ensure adherence to practice policies and SOPs within the admin team.
- Identify risks, non-compliance and safety issues; report and support appropriate follow-up actions.
Job description
Job responsibilities
Key Responsibilities
1. Leadership & Team Supervision
- Provide daily supervision and leadership to the admin team, including reception, back-office, document management and task processing.
- Foster a positive working environment, motivate staff, and support wellbeing.
- Support induction and training of new staff, ensuring a thorough understanding of practice procedures and service expectations.
- Assist the Admin Manager with appraisals, return-to-work interviews and staff development goals.
2. Operational Management
- Coordinate daily operational workflow, ensuring admin duties are delivered to high standards and resolved in a timely way.
- Allocate work fairly and efficiently across the admin team, adjusting priorities in response to workload pressures.
- Ensure adequate cover for sickness, annual leave and unplanned absences to maintain smooth service delivery.
- Chair or contribute to monthly admin team meetings, develop agendas and monitor actions.
3. Patient Service & Quality
- Ensure the admin team provides a professional, courteous and effective service to patients, carers and practice visitors.
- Handle or support the resolution of patient complaints relating to admin services, escalating where appropriate.
- Maintain and monitor patient communication channels, inboxes and phone lines, ensuring timely responses.
- Promote best practice in all patient interactions and uphold high customer service standards.
5. Compliance, Policy & Governance
- Ensure all admin functions comply with relevant NHS contractual requirements, CQC regulations, GDPR and data protection standards.
- Implement and ensure adherence to practice policies and SOPs within the admin team.
- Identify risks, non-compliance and safety issues; report and support appropriate follow-up actions.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Previous experience in an admin supervisory role in a busy GP practice.
- Formal leadership, management or customer service training.
- Knowledge of additional clinical systems or NHS digital services.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Previous experience in an admin supervisory role in a busy GP practice.
- Formal leadership, management or customer service training.
- Knowledge of additional clinical systems or NHS digital services.
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.
