Ivy Medical Group

Reception & Admin Team Leader

The closing date is 15 June 2025

Job summary

The Ivy Medical Group GP Practice is committed to providing high-quality care and support to our patients by delivering exceptional service and operational excellence. We are seeking a highly motivated and experienced Reception and Admin Team Leader to join our team and help lead our patient services and administrative functions.

Role Overview: As the Reception and Admin Team Leader, you will be responsible for leading the reception team and overseeing all administrative activities to ensure smooth day-to-day operations. You will maintain a professional and supportive environment, and lead the admin team to provide outstanding support across the practice.

Main duties of the job

Key Responsibilities:

Lead, motivate, and develop the reception and admin team to deliver high standards of customer service.

Manage the daily operations of the reception area and oversee administrative tasks - you willbe responsible for the efficient operations of the administration, reception team and practice functions, ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the practice.

Handle escalated patient queries professionally and efficiently.

Support recruitment, training, and performance management of the team.

Ensure compliance with company policies and health & safety regulations.

Drive continuous improvement initiatives within the reception and admin functions.

About us

The Ivy Medical Group has 6500 registered patients. We are located in the village of Burton Joyce and form an important part of the community. We are a friendly, supportive and hard working team who are passionate about patient care.

Why Join Us?

At Ivy Medical Group, we are committed to providing high-quality care and support to our patients. As our Reception and Admin Team Leader, you will have the opportunity to make a real difference in peoples lives while working in a supportive and dynamic environment.

If you're passionate about patient care, supporting your team, enjoy problem-solving, and want to be part of a forward-thinking healthcare team, we would love to hear from you!

This position will be Monday to Friday - 8am to 4pm - a job share will be considered so if you are looking for part time hours, please submit an application.

If you have any questions or would like to have a chat about the role before applying, please contact us and we will be happy to speak to you.

Date posted

28 May 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

A3721-25-0012

Job locations

4 Wheatsheaf Court

Burton Joyce

Nottingham

Nottinghamshire

NG14 5EA

6 Lambley Lane

Burton Joyce

Nottingham

NG14 5BG

Job description

Job responsibilities

The following are the core responsibilities of the Reception & Admin 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 Reception & Admin Team Leader is responsible for:

a. Overseeing the reception and administration team to support functions in the day-to-day non-clinical operations of the practice, ensuring staff achieve their primary responsibilities and workflows completed in the correct timeframes.

b. Line leading all administrative staff, supporting staff development, providing guidance and direction.

c. Working with the Assistant Practice Manager to provide feedback for staff appraisals as required.

d. Provide induction training to new staff, and identify and deliver team training where required, individually and/or as a team.

e. Compiling administration staff rotas on a rolling basis in advance.

f. Leading on the day-to-day management of the clinical system (Systmone).

g. Updating the appointment system to reflect leave and other approved absences.

h. Reviewing and updating all administrative and reception policies and procedures as required and ensure all staff are trained and adhere to practice policies.

i. Implementing and embedding efficient office processes and procedures.

j. Maintain uniform standards in line with the practices Uniform Policy.

k. Coordinating the provision of temporary administrative and reception staff, ensuring sufficient cover is provided for periods of leave and other staff absences. Provide a flexible approach to team working by covering areas of work in the short term due to absences to ensure the practice workflows are completed in the necessary timeframes.

l. Providing initial guidance and advice to patients who wish to verbally complain and ensure staff deal with all patient complaints in line with the practice complaints procedure.

m. Managing all deliveries to the practice, ensuring adherence to the cold chain policy as necessary.

n. Ensure IT security and IG compliance at all times and responding to and resolving all local IT issues.

o. Actively encouraging and promoting the use of patient online services.

p. Monitor and maintain the reception area and notice boards.

q. Acting as buildings fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately.

r. Carry out site safety checks, when required for fire/safety alarms, water temperatures and any faults or hazards.

s. Act as the first point of contact for site maintenance issues, using the practice portal system for logging and updating, resolve issues where possible or escalate to management.

Provide regular communications and updates to the team. Attend practice meetings and monthly practice learning time.