Job summary
We are looking for a Team Leader to join our hardworking and friendly care navigating administration team. Potential candidates must have good leadership skills, excellent customer service skills and be confident in dealing with people face-to-face and on the telephone.
As Team Leader, you will be responsible for leading and mentoring the administration team, supporting staff development, providing guidance and direction, and ensuring staff are up to date with mandatory training with support from the management team.
Main duties of the job
Dealing with enquiries from patients
including patient triage requests and email communication
Processing actions from results as per
GPs
Scanning documents into the clinical IT
system and coding/processing of the workflow
General filing
Dealing with patients on Reception Desk
when required
Provide cover for members of the
administration team as and when required.
Overseeing the administration team and
support operations of the practice, ensuring all staff achieve their primary
responsibilities
Identifying and delivering team training
when required
Working with the Manager to plan and compile administration staff rotas - Coordinating the
provision of temporary administrative and reception staff, ensuring
sufficient cover is provided for periods of leave and other staff absences
Reviewing and updating all
administrative and reception policies and procedures as required
Developing, implementing and embedding
efficient office processes and procedures to adhere to extant legislation
Updating the appointment system to
reflect leave and other approved leave
Leading all administrative staff,
supporting staff development, providing guidance and direction, ensuring
staff are up to date with mandatory training with the support of the Management
team
Participating in staff appraisals as
required
Support
the practice manager in the maintenance of the practice website and social
media accountsActing
as building fire marshal
Acting
as building fire marshal
About us
Our practice is situated in
the Town Centre of Exmouth. We provide
medical services to approximately 5,700 patients who live in Exmouth and the
surrounding villages.
We recognise that General
Practice is a challenging and dynamic environment. We are constantly changing
the way we work and developing our clinical and administrative skills to meet
the demands of a modern GP Practice.
As a GP training provider we
support Years 1-5 student placements from the University of Exeter and educational
supervisor roles for Registrar placements.
The practice is part of
Woodbury, Exmouth and Budleigh Primary Care Network (WEB PCN) and we work
collaboratively to deliver additional integrated primary care services to a
combined population of just over 51,000 patients. Together we have a growing
PCN Team who support our practices and include, Pharmacists, First Contact
Physiotherapists, Frailty Care Support Team and a Mental Health & Wellbeing
Team.
Job description
Job responsibilities
To oversee the administration team and support operations of the
practice, ensuring staff achieve their primary responsibilities, you will also develop/implement/embed
efficient office processes and procedures to legislations.
You will also be responsible to lead the administrative team,
supporting staff development, provide guidance and direction, ensure staff are
up to date with Mandatory training with support from the Management team.
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 is
responsible for:
Dealing with enquiries from patients
including patient triage requests and email communication
Booking GP and nurse appointments
including remote access appointments
Processing Home Visit requests
Receiving and recording of messages
Registering of new patients/temporary
residents/foreign visitors etc.
Processing actions from results as per
GPs
Scanning documents into the clinical IT
system and coding/processing of the workflow before sending to the GP or
other members of the team
Opening and sorting the post. Franking
post at the end of the day and taking it to the post box/post office.
Sorting paperwork from Doctors trays.
General filing
Processing of new patient registration
forms and T/R forms as and when needed
Assisting Doctors with general
secretarial duties as and when require
Dealing with patients on Reception Desk
when required
Provide cover for members of the
administration team as and when required.
Overseeing the administration team and
support operations of the practice, ensuring all staff achieve their primary
responsibilities
Identifying and delivering team training
when required
Working with the Assistant Practice
Manager to plan and compile administration staff rotas - Coordinating the
provision of temporary administrative and reception staff, ensuring
sufficient cover is provided for periods of leave and other staff absences
Reviewing and updating all
administrative and reception policies and procedures as required
Developing, implementing and embedding
efficient office processes and procedures to adhere to extant legislation
Updating the appointment system to
reflect leave and other approved leave
Leading all administrative staff,
supporting staff development, providing guidance and direction, ensuring
staff are up to date with mandatory training with the support of the Management
team
Participating in staff appraisals as
required
Support
the practice manager in the maintenance of the practice website and social
media accounts
Acting
as building fire marshal, ensuring evacuation lists are current and that the
visitors log is used appropriately
Job description
Job responsibilities
To oversee the administration team and support operations of the
practice, ensuring staff achieve their primary responsibilities, you will also develop/implement/embed
efficient office processes and procedures to legislations.
You will also be responsible to lead the administrative team,
supporting staff development, provide guidance and direction, ensure staff are
up to date with Mandatory training with support from the Management team.
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 is
responsible for:
Dealing with enquiries from patients
including patient triage requests and email communication
Booking GP and nurse appointments
including remote access appointments
Processing Home Visit requests
Receiving and recording of messages
Registering of new patients/temporary
residents/foreign visitors etc.
Processing actions from results as per
GPs
Scanning documents into the clinical IT
system and coding/processing of the workflow before sending to the GP or
other members of the team
Opening and sorting the post. Franking
post at the end of the day and taking it to the post box/post office.
Sorting paperwork from Doctors trays.
General filing
Processing of new patient registration
forms and T/R forms as and when needed
Assisting Doctors with general
secretarial duties as and when require
Dealing with patients on Reception Desk
when required
Provide cover for members of the
administration team as and when required.
Overseeing the administration team and
support operations of the practice, ensuring all staff achieve their primary
responsibilities
Identifying and delivering team training
when required
Working with the Assistant Practice
Manager to plan and compile administration staff rotas - Coordinating the
provision of temporary administrative and reception staff, ensuring
sufficient cover is provided for periods of leave and other staff absences
Reviewing and updating all
administrative and reception policies and procedures as required
Developing, implementing and embedding
efficient office processes and procedures to adhere to extant legislation
Updating the appointment system to
reflect leave and other approved leave
Leading all administrative staff,
supporting staff development, providing guidance and direction, ensuring
staff are up to date with mandatory training with the support of the Management
team
Participating in staff appraisals as
required
Support
the practice manager in the maintenance of the practice website and social
media accounts
Acting
as building fire marshal, ensuring evacuation lists are current and that the
visitors log is used appropriately
Person Specification
Qualifications
Essential
- GCSE English (C or above) and at least three others
Desirable
- Educated to A-level/equivalent or higher, with relevant experience
- AMSPAR qualification
- NVQ Level 2 in Health and Social Care
- Leadership and/or management qualification
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 providing appraisal writing and staff development
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills (generic)
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- 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
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
Other Requirements
Essential
- Flexibility to work outside of core office hours, and provide cover during periods of team sickness or holiday
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
Person Specification
Qualifications
Essential
- GCSE English (C or above) and at least three others
Desirable
- Educated to A-level/equivalent or higher, with relevant experience
- AMSPAR qualification
- NVQ Level 2 in Health and Social Care
- Leadership and/or management qualification
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 providing appraisal writing and staff development
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills (generic)
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- 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
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
Other Requirements
Essential
- Flexibility to work outside of core office hours, and provide cover during periods of team sickness or holiday
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
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.
