Job summary
Invicta Health has an exciting opportunity for a Administration Supervisor to join the team on a full time basis at St James Surgery.
Interview date: 9th / 10th September
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As Administration Supervisor you will ensure that administrative work are completed in a timely manner to allow for the best possible patient care. You will provide day-to-day supervision and direction to the administration team, ensuring the smooth running of the function and demonstrating an understanding of how the administration team contribute to the overall running of the practice.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
NHS Pension
Learning and Development opportunities
Progression opportunities
Competitive annual leave entitlement
Incremental pay progression
Flexible working
Approved blue light card provider
Salary Sacrifice Schemes
Company Car Lease Scheme
Employee Assistance Programme
Job description
Job responsibilities
Main Responsibilities
Supervisory
Oversee and supervise the daily workload of the Administration team.
Undertake staff 1:1, appraisals, and report any concerns to the Deputy Practice Manager.
To mentor, supervise and develop new and existing staff, ensuring participation in required training.
Promote Invicta Health organisational values and behaviour and ensure the Administration staff work toward these and adhere to all policies and procedures.
Manage the Administration team daily and ensure cover in place for annual leave and sickness.
Perform Inductions including creating logins for new starters and create a training matrix for all staff.
Perform Exit audits to ensure all leavers are removed efficiently from all systems.
Raise and escalate any IT issues that arise from the Admin team.
Troubleshoot any complaints that may arise relating to the Admin team ensuring to log actions and investigations on Uylsses.
Chair monthly Admin team meetings, create an agenda and action log.
Liaise with the QOF Managers in raising claims around Prescriptions
Referrals & Administration
Monitor and complete all administration tasks that originate from DOCMAN and EMIS.
Raise Invoices for Private Fees
Order Stationary, ensuring cost effective practice
Perform regular audits as directed by Deputy Practice Manager
Assist the Deputy Practice Manager in Health & Safety actions and ensure actions are updated and reported on in Pyramid.
Oversee the Admin Teams workload, ensuring deadlines are met and work is completed in a timely manner.
Data Handling
Accurately code information, following coding protocol and using industry recognised codes.
Examine records and documentation for missing information and ensure correct coding.
Ensure information/communications are appropriately added to the Clinical system
Ensure the practice complies with clinical coding guidelines and protocols.
Use EMIS & DOCMAN to enter QOF data, ensuring correct SNOMED clinical codes are used.
Carry out administrative tasks relating to patient records, including filing, scanning and document management.
Act as a deputy for IG lead and support with subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system.
To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
Communication
To receive incoming and initiate outgoing telephone calls relating to the Admin Team to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
Monitor the Admin Teams email accounts and action any requests and raising any urgent enquiries to your line manager where relevant.
Miscellaneous
Attend clinical and management meetings and take minutes when requested.
Cover the work of other colleagues within the Administration team when requested.
General Duties
To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.
To contribute to the development of services, including processes, templates and principles.
To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.
To take part in any statutory and mandatory training or other training and development programmes as requested.
Any other reasonable duties as directed by your line manager.
Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.
Full terms and conditions of employment will be issued if an offer of employment is made.
Person Specification
Qualifications
Essential
Good level of education including competent levels of numeracy and literacy.
Desirable
AMSPAR qualification
Experience
Essential
Knowledge of read codes/SNOMED codes.
Working knowledge of Medical Terminology.
Knowledge of clinical computer systems, including EMIS and DOCMAN.
Understand the importance of maintaining patient and data confidentiality.
Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
Experience of setting up and maintaining effective administrative filling systems
Experience of work involving regular and accurate data inputting
Experience of working with Microsoft packages including, word, excel and power point.
Desirable
Knowledge of office management systems and procedures
Previous administration experience within a medical environment
Knowledge and experience in the use of the E-referral system (ERS)
Key Skills
Essential
Pro-active approach to problem solving.
Good written and verbal communication.
Methodical, accurate and with excellent attention to detail.
Ability to prioritise and manage a busy and varied workload.
Ability to work autonomously with the confidence to make decisions.
Excellent time management and organisational skills.
Desirable
Proven supervisory skills.
Personal Attributes
Essential
Adaptable and flexible approach.
Polite and approachable.
Strive for excellence.
Honest and fair.
Leads by example.
Positive can do attitude.
Job Type: Full-time
Pay: £26,166.75-£28,874.03 per year
Work Location: In person
Application deadline: 05/09/2025