Admin Services Lead: Bransholme

Job responsibilities

What We're Looking For:

• Proven experience leading an admin team within a GP practice or primary care setting
• Strong organisational and problem-solving skills
• Excellent communication and leadership abilities
• Knowledge of NHS policies, EMIS web clinical system, and primary care procedures
• Ability to work under pressure in a fast-paced environment
• A proactive, patient-focused approach

The Admin Services Lead plays a key role in managing the administrative functions of the organisation, ensuring efficient patient services, compliance with NHS regulations and effective support for the administrative team. The role involves supervising the administrative team, optimising workflows and maintaining high standards of patient care and confidentiality.

You will be required to produce documents, reports and agendas, including taking minutes at a variety of meetings, such as formal HR meetings.

You will work closely with the Operational Lead to monitor the administrative team KPI's and will assist the Operational Lead in producing monthly and annual performance reports.

You will maintain and update administrative policies and procedures to improve efficiency.

You will ensure compliance with NHS policies, GDPR and confidentiality regulations.

The Admin Services Lead role will include involvement in the recruitment of new administrative staff, while providing supervision, annual appraisals and training of other administrative staff within the team. You will be required to undertake general administrative tasks; this includes ordering stationery and other non-clinical stock ordering.

You will be responsible for creating and managing the Admin, Secretary and Summariser Rotas, making ad-hoc changes as required.

The Admin Services Lead role will be the first point of contact for all patient feedback received into the organisation, including responding to and resolving patient concerns, implementing strategies to improve the patient experience.

You will be required to support and work closely with the Admin Services Lead based at our Princes Avenue site, providing cross cover during periods of leave and ensuring standardised and consistent processes at each site.

You will be required to complete staff return to work meetings for staff returning to work from periods of sickness and personal leave. You will be responsible for carrying out low-medium level Investigatory Meetings.

The successful applicant will also be responsible for performance management of the Admin, Secretarial and Summariser Teams, carrying out documented conversations and providing support and training as required.

You will be responsible for dealing with day-to-day issues relating to IT equipment and any admin and clinical area issues.

The Admin Services Lead will be the Main Fire Warden for the Bransholme site.

You will also need to be an excellent team player, with strong personal resilience.

Person Specification

Personal Attributes

Essential

• Professional, approachable and patient-focused
• A proactive and solutions-driven mindset
• Flexible and adaptable to changing demands in the healthcare environment
• Commitment to continuous improvement and personal development

Desirable

• Empathetic & Patient-Focused Demonstrating a caring and understanding approach when dealing with patients and staff
• Proactive & Self-Motivated Take initiative to identify and implement improvements in administrative processes
• Adaptable & Resilient Thrive in a fast-paced environment and remain calm under pressure
• Supportive & Team-Oriented Encourage a positive and collaborative team culture
• Problem-Solver Able to think critically and resolve issues efficiently
• Professional & Approachable Maintain a high standard of professionalism while being accessible to staff and patients
• Commitment to Continuous Improvement Open to learning, training, and developing within the role
• Confident Decision-Maker Able to make informed decisions and take responsibility for outcomes
• Strong Work Ethic Dedicated, reliable, and willing to go the extra mile for the team and patients.

Experience

Essential

• Qualifications & Experience
• Proven track record of leading and supervising an administrative team within a GP surgery or primary care setting
• Experience in managing workloads, rotas, and staff performance
• Strong understanding of NHS policies, procedures, and confidentiality (including GDPR & data protection regulations)
• Proficiency in GP practice software such as EMIS, SystmOne, or similar systems
• Experience in handling patient queries, complaints, and administrative workflows

Desirable

• Experience in HR functions, such as recruitment, staff appraisals, and training
• Experience in project management or implementing new admin processes

Qualifications

Essential

• Formal leadership or management qualification (e.g., ILM, NVQ, or equivalent)

Desirable

• NVQ Level 3 in Business & Administration or the equivalent level of experience and knowledge.

Skills & Abilities

Essential

• Excellent leadership and team management skills, with the ability to motivate and develop staff
• Strong organisational and problem-solving abilities, ensuring efficient admin processes
• High level of attention to detail and accuracy in record-keeping
• Ability to work independently ...