Job summary
As a not-for-profit GP Federation, South Downs Health and Care is slightly different in that we are not a GP Practice with our own list of patients. Instead, we provide services at scale such as out of hours NHS GP services on behalf of local practices (pre-booked appointments), Flu and Covid Vaccination Services and much more! SDHC also provide a Private GP service to the local community.
We have an exciting opportunity for an Administration Team Lead to join our busy and friendly team.
This would be on a permanent, full-time basis. Please email the contact email address if you'd like to book a chat with Katie Collett, Operations Manager, to understand more about the hours and how it works.
You will join our team of GPs, GP Trainees, Advanced Clinical Practitioners, Vaccinators and Phlebotomists who work extremely hard in providing services to support GP Practices in East Sussex.
Main duties of the job
In this key leadership role, you'll be responsible for
guiding and supporting our Reception and Administration team, ensuring smooth
day-to-day operations across both patient-facing and back-office functions.
You'll play a vital part in rota management, staff training, and service
mobilisation, helping us deliver high-quality care and a positive experience for
patients and colleagues alike.
About us
Our vision is Better Health & Wellbeing. Today & Tomorrow.
We enjoy and value a friendly atmosphere across the company with staff who are willing to work collaboratively, with a 'can do' approach and who like to be busy. We operate a culture where staff are encouraged to be accountable and are willing to give and receive feedback directly with each other in a respectful way so that we can all learn together and from each other.
PLEASE NOTE WE DO NOT PROVIDE SPONSORSHIP FOR INTERNATIONAL APPLICANTS. PLEASE DO NOT APPLY UNLESS YOU HAVE UNRESTRICTED RIGHT TO WORK IN THE UK.
Job description
Job responsibilities
As the Administration Team Lead, you'll be
responsible for guiding, supporting, developing and managing our Reception and Administration
team day. You'll be responsible for rota management and staffing, that everyone
follows our administration and customer service procedures, and that both patient
facing and back office functions run smoothly and effectively. You'll ensure
all clinical administration tasks are completed efficiently, ensure were
meeting relevant safeguarding, data protection and patient experience
standards. You and your team will be the primary contact for patients and
clinicians, so a friendly, welcoming, and helpful demeanour is essential.
Flexibility, adaptability, and ability to manage change are also essential in
this fast-paced environment. Exceptional communication and customer service skills
and a can-do attitude are paramount to success in this role. Previous
experience within primary care health services is advantageous.
Please see the full job description and person specification.
Job description
Job responsibilities
As the Administration Team Lead, you'll be
responsible for guiding, supporting, developing and managing our Reception and Administration
team day. You'll be responsible for rota management and staffing, that everyone
follows our administration and customer service procedures, and that both patient
facing and back office functions run smoothly and effectively. You'll ensure
all clinical administration tasks are completed efficiently, ensure were
meeting relevant safeguarding, data protection and patient experience
standards. You and your team will be the primary contact for patients and
clinicians, so a friendly, welcoming, and helpful demeanour is essential.
Flexibility, adaptability, and ability to manage change are also essential in
this fast-paced environment. Exceptional communication and customer service skills
and a can-do attitude are paramount to success in this role. Previous
experience within primary care health services is advantageous.
Please see the full job description and person specification.
Person Specification
Qualifications
Essential
- 5 GCSEs at grades AC/4-9 (or equivalent), including English and Maths
Desirable
- NVQ Level 3 in Business Administration or equivalent/ ILM Level 3 or CMI Level 5 in Leadership and Management
Knowledge and Skills
Essential
- Excellent organisational skills with ability to prioritise workload and manage time effectively to meet multiple deadlines in a busy environment
- High levels of discretion, tact and diplomacy
- Strong understanding of safeguarding, data protection and information governance
- Ability to use own initiative and work independently in line with agreed procedures
- Ability to manage sensitive staff issues with empathy and discretion
- Able to anticipate barriers and issues and take action to mitigate risks
- Good keyboard and IT skills including knowledge of Microsoft Office (Outlook, Word, Excel, Teams and PowerPoint as a minimum)
- Excellent communication skills (written, verbal and listening) across a range of individuals and groups (internal and external) whether in-person or via video/audio calls
- Proficient in EMIS and other clinical systems
- Able to adapt to unexpected changes
- Ability to manage, supervise and support admin team in daily operations and task delegation
- Knowledge of information governance, patient confidentiality and data protection requirements
Desirable
- Ability to manage, supervise and support admin team in daily operations and task delegation
- Knowledge of the NHS and the challenges facing Primary Care
Experience
Essential
- Proven experience in a supervisory or team lead role
- Experience of working in a GP practice or equivalent environment
- Experience in managing administrative processes and quality improvement
Desirable
- Experience in rota management
- Experience of handling difficult conversations
Other
Essential
- Ability to travel independently between locations in a timely manner as required in post
- Reliable work record
- DBS clearance if required
- Flexibility to work across a rota including evenings and weekends
- Evidence that personal behaviour reflects SDHC values at an individual and team level
Person Specification
Qualifications
Essential
- 5 GCSEs at grades AC/4-9 (or equivalent), including English and Maths
Desirable
- NVQ Level 3 in Business Administration or equivalent/ ILM Level 3 or CMI Level 5 in Leadership and Management
Knowledge and Skills
Essential
- Excellent organisational skills with ability to prioritise workload and manage time effectively to meet multiple deadlines in a busy environment
- High levels of discretion, tact and diplomacy
- Strong understanding of safeguarding, data protection and information governance
- Ability to use own initiative and work independently in line with agreed procedures
- Ability to manage sensitive staff issues with empathy and discretion
- Able to anticipate barriers and issues and take action to mitigate risks
- Good keyboard and IT skills including knowledge of Microsoft Office (Outlook, Word, Excel, Teams and PowerPoint as a minimum)
- Excellent communication skills (written, verbal and listening) across a range of individuals and groups (internal and external) whether in-person or via video/audio calls
- Proficient in EMIS and other clinical systems
- Able to adapt to unexpected changes
- Ability to manage, supervise and support admin team in daily operations and task delegation
- Knowledge of information governance, patient confidentiality and data protection requirements
Desirable
- Ability to manage, supervise and support admin team in daily operations and task delegation
- Knowledge of the NHS and the challenges facing Primary Care
Experience
Essential
- Proven experience in a supervisory or team lead role
- Experience of working in a GP practice or equivalent environment
- Experience in managing administrative processes and quality improvement
Desirable
- Experience in rota management
- Experience of handling difficult conversations
Other
Essential
- Ability to travel independently between locations in a timely manner as required in post
- Reliable work record
- DBS clearance if required
- Flexibility to work across a rota including evenings and weekends
- Evidence that personal behaviour reflects SDHC values at an individual and team level
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.
