The Admin Team Leader oversees the daily operations ofadministrative functions within the surgery, ensuring high-quality,patient-centred services. This role involves managing staffing, taskallocation, and promoting efficient practices. The leader also supports theimplementation of digital processes, helping staff confidently utilize digitaltools to maintain accurate and safe workflows.
Join our dynamic team where your contributions will make areal impact on patient care and operational efficiency. We prioritise asupportive work environment that fosters professional growth and encouragesinnovation.
Main duties of the job
The Admin Team Leader is responsible for the effective day today operational management of the administrative functions within the surgery. The postholder will ensure high quality, patient centred administrative services, support the smooth running of practice operations, oversee daily staffing and task allocation, and promote consistent, efficient working practices across the team. They will support the adoption of digital and standardised administrative processes, ensuring staff are confident in using digital tools and that workflows are delivered accurately, safely and in line with established procedures.
About us
G DOC LTD is a unique, GP-owned organisation all GPsurgeries in Gloucestershire are our shareholders. We operate with anot-for-profit ethos, ensuring every decision and service is focused onimproving patient outcomes and reinvesting in local Primary Care across thecounty.
We directly manage several GP surgeries in Gloucesterand the Forest of Dean, providing patient-centred care to more than 45,000patients. We value continuity of care and practice teams are at the heartof all we do. In addition to our surgeries, we deliver a range of countywidecommissioned services designed to improve access, increase capacity, or providespecialist support. Our teams are committed to delivering sustainable,high-quality primary care while fostering innovation and collaboration acrossthe local health system.
By joining us, youll be part of an organisation thatputs people first supporting staff wellbeing, professional development, and acollaborative culture. Youll benefit from the stability, support, and careeropportunities of a larger organisation, while still working in close-knit,community-focused teams.
Job responsibilities
1.Team Supervision
Provide daytoday supervision and support to theadministrative team based in Gloucester.
Coordinate and allocate daily work across the teamto ensure fair distribution and smooth workflow.
Support team members with routine queries anddecisionmaking within established procedures.
Deliver induction, shadowing support and rolebasedtraining for new starters.
Conduct regular 1:1s and annual appraisals,identifying training needs and development opportunities.
Develop and maintain staff rotas; manage annualleave and sickness within the team to ensure adequate cover and servicecontinuity.
Provide informal performance feedback and assistthe Deputy Practice Manager with basic HR tasks (e.g., attendance monitoring,returntowork discussions).
Promote a positive, collaborative and supportiveteam culture.
2. Delivery of AdministrativeServices
Responsible for the effective, efficient and timelydaytoday delivery of administrative services, including oversight of:
Document Management & Workflow
Oversee scanning, coding, triage and distributionof clinical correspondence.
Monitor workflow queues and ensure tasks areprocessed accurately, consistently and within expected turnaround times.
Support performance monitoring at an operationallevel and highlight quality issues to senior management.
Escalate delays, errors or capacity concernspromptly to the Deputy Practice Manager.
Medical Reports & Information Requests
Coordinate the administrative aspects of medicalreports, insurance reports and Subject Access Requests (SARs).
Ensure GDPR and Information Governance requirementsare followed at all stages of admin processing.
Escalate complex, legal or clinically sensitiverequests where appropriate.
Respond to Safeguarding Concerns
The candidate must be able to identify safeguardingconcerns and respond appropriately, following established protocols.
Quality Frameworks & Contractual Support
Provide administrative support for QOF, DES/LES andother performance indicators as directed.
Ensure accurate data entry and timely completion ofassigned tasks to support contractual requirements.
Recalls & Invitations
Oversee recall and invite processes for LTCreviews, childhood vaccinations, screening programmes and other routineactivity.
Ensure invites are issued according to agreedtimelines and procedures.
Escalate workload or compliance concerns as needed.
GP2GP & Clinical System Administration
Monitor GP2GP transfers, ensuring tasks areallocated and actioned promptly.
Support safe and compliant patient registrationprocesses in line with practice policy.
Oversee the daily processing of referrals,including creation, submission, tracking and communication with patients.
Support consistent use of referral pathways toreduce errors and maintain quality.
Online Access & Patient Queries
Oversee the processing of online access requestsand support the team in responding to digital services queries.
Ensure all patient information is handled securelyand in line with IG requirements.
Support the introduction and embedding of digitalled,standardised and efficient administrative processes.
Assist in reviewing and adjusting workflows toreflect best practice, under direction from senior management.
Ensure staff receive appropriate onthejob supportin using digital tools, such as online consultation systems, workflowautomation and digital registration processes.
Identify gaps in digital confidence or skillswithin the team and escape training needs.
4. Quality, Governance & Risk
Maintain high standards of accuracy and compliancein administrative processes, patient records, confidentiality, and informationgovernance.
Support the Deputy Practice Manager with routinecompliance activity (e.g., data collection for audits, readiness for CQCinspections).
Promote safe working practices, highlight risks orconcerns promptly, and contribute to teamlevel continuous improvement
5. Communication & RelationshipManagement
Act as a key point of contact betweenadministrative staff, clinical teams, senior managers and relevant externalpartners (e.g., PCSE, hospitals).
Ensure clear communication pathways within theteam, sharing updates, changes and new instructions promptly.
Attend relevant internal meetings and contribute todiscussions related to operational service improvement.
Promote a positive, professional and patientcentredapproach to communication at all times.
Person Specification
Other
* DBS Check: Must pass a Disclosure Barring Service check.
* Professional Development: Evidence of ongoing professional development and training.
Skills
* Communication Skills: Excellent written and verbal communication abilities.
* IT Proficiency: Strong IT skills; competent and Microsoft Office (including Outlook).
* Policy Adherence: Ability to follow established policies and procedures.
* Time Management: Effective planning and organisational skills.
* Teamwork: Ability to work collaboratively as part of a team, as well as independently.
* Interpersonal Skills: Good interpersonal skills to interact effectively with colleagues and patients.
* Familiarity of AI, SystmOne and tracking solution such as Anima and Radar
Qualifications
* GCSE English: Grade 5 or above (or equivalent).
* GCSE Maths: Grade 5 or above (or equivalent).
* Additional qualifications in management or administration.
* Qualification: Relevant leadership qualification or proven management experience in a similar role.
Personal Qualities
* Personal Qualities: Telephone Manner: Clear and polite when communicating over the phone.
* Confidence and Politeness: Approachable and courteous demeanour.
* Flexibility: Willingness to adapt and cooperate in various situations.
* Motivation: Self-driven and proactive in tasks.
* Integrity: High levels of honesty and loyalty.
* Empathy: Sensitive and understanding in distressing situations.
* Pressure Management: Ability to stay composed and effective under pressure.
Experience
* Information Governance: Knowledge of data compliance requirements including but not exclusive of, GDPR, Information Standards and the Data Protection Act.
* Experience of working in primary care
* Experience with SystmOne
* Medical Administration: Understanding of administrative processes within healthcare.
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.
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