Administration Team Lead

Job description

Job responsibilities

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

a. Overseeing the administration operations of the practice, ensuring staff achieve their primary responsibilities in agreed timescales

b. Basic line managing administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training

c. Supporting staff appraisals and performance improvement plans as required

d. Identifying and delivering team training where required

e. Compiling administration staff rotas

f. Coordinating the provision of temporary administrative, ensuring sufficient cover is provided for periods of leave and other staff absences

g. Reviewing and updating all administrative policies and procedures as required in conjunction with the Management Team

h. To support and lead on the call / recall of patients for annual reviews for long term conditions (QOF) and provide regular reporting to the Management Team

i. To support the provision of Locally Commissioned Services (LCS) and ensure patients are reviewed at regular intervals

j. Assist with the administrative team duties including (but not limited to) managing the Practice email inbox, insurance reports, patient registrations, eConsultations, workflow and notes summarising

k. Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately

l. Always maintain a clean, tidy, effective working area

m. Support all staff with general administrative tasks as requested

In addition to the primary responsibilities, the Administration Team Lead may be requested to:

a. Partake in audit as directed by the audit lead

b. Support reception staff, providing cover during staff absences

c. Produce meeting agendas and record the minutes of meetings

d. Champion continuous improvement, encouraging staff to participate and make suggestions for CI initiatives

e. Complete opening and closing procedures in accordance with the duty rota

f. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels

Person Specification

Qualifications

Essential

• GCSE Mathematics & English (C or above) or equivalent

Desirable

• NHQ Level 2 in Health and Social Care
• Team leadership / management qualification

Experience

Essential

• Experience of working with the general public
• Experience of leading / managing a team

Desirable

• Experience of administrative duties
• Experience of working in a healthcare setting
• Experience of working in a GP practice

Skills

Essential

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

Desirable

• EMIS 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

Runnymede Medical Practice

Address

Runnymede Medical Practice

Newton Court Medical Centre

Burfield Road

Old Windsor

Berkshire

SL4 2QF

Employer's website

https://www.runnymedemedicalpractice.nhs.uk/index.aspx (Opens in a new tab)