Job Description

Job Overview

We are looking for a new colleague to join our team as Admin Supervisor.

To apply for this role, we expect to hear about your approach to problem solving, calmness under pressure and ability to plan your work. This can either be through lived experiences or a plan for how you intend to do so.

This role is responsible for overseeing staff within designated teams, by supervising; staffing, performance and operations across multiple sites within 168 Medical Group General Practice.

Key responsibilities include daily allocation and supervision of staff, conducting training needs assessments, supporting recruitment and induction, and promoting staff morale. The position also oversees performance through daily task supervision, setting team targets, and providing coaching to improve performance.

Operational duties include managing break schedules, supporting the promotion of services like askmyGP, providing first-line IT support to all staff and assisting Management with any IT system issues. Flexibility in working hours is required to support the practice's operating hours, with potential for role development and additional responsibilities over time.

In the changing environment of General Practice, this role is designed to evolve and adapt to the needs of the practice, therefore this job description is a guide to the role and not exhaustive. Staff should be prepared to take on additional duties with additional training and guidance or relinquish duties to maintain efficient running of the practice.

Primary Responsibilities

Staffing

1) Daily review and allocation of staff, to ensure all areas are covered

2) Carry out training needs assessments for all staff within scope of role and feed back to Training and Compliance Lead

3) Perform Return to Work interviews for all staff

4) First line annual leave approvals in line with local policy e.g. maximum number of staff allowed off at the same time. Escalate appeals to Admin Manager.

5) Provide support and IT training to new members of staff in the use of systems

6) Assist in the recruitment, induction and training of staff in line with practice policies and protocols.

7) Promote staff morale

8) Promote 168 Medical Group values: Continuity of care, Respect, Teamwork, Confidentiality

Performance

9) Daily supervision of tasks to ensure a smooth operating service across teams

10) Supervise teams across both sites and be physically present on both sites

11) Set daily and weekly targets for the teams in close liaison with the Admin Manager

12) Conduct 'huddles' with your team to ensure on the day information is communicated.

13) Organise monthly meetings across all teams, in Week 4 of every month

14) Monitor all staff members' performance levels and provide immediate coaching to improve performance. In cases of persistent poor performance, support the Admin Manager with performance management initiatives

15) Assist with the running of staff meetings/workshops/training.

Operations

16) Plan for even distribution of coffee breaks and lunch breaks to ensure minimal effect on service performance. Overseen and supported by Admin manager.

17) Promote askmyGP and patient access service. Provide training and support where required.

18) Provide first line support for technical problems.

19) Support the Management Team in the maintenance of the practice clinical and other IT systems. Liaise with IT where necessary.

20) Reset Passwords when required

21) Report all accidents, incidents and near misses to the Operations Manager and the Compliance Lead

22) Inform the Compliance Lead of any hazards to health and safety in the workplace

23) Report any equipment malfunctions or building faults to the Finance and Estates Manager.

24) Be aware of child and vulnerable adult safeguarding procedures including local guidance and referral criteria. Refer to Safeguarding Lead for any queries.

25) Oversight of stocks of particular stationery, ensuring that appropriate levels are maintained and ordered when necessary.

26) Support Management Team with CQC compliance requirements.

27) Be aware of Health and Safety procedures

28) Be aware of Fire Evacuation procedures

29) To assist management team with tasks required and within your capacity

30) Be flexible around working hours to support the opening and closing hours of the Practices.

We would look to develop the roles further as individuals get established so further responsibilities may be applied with additional training and guidance.

Job Type: Part-time

Pay: 15.00 per hour

Expected hours: 24 per week

Benefits:

Free flu jabs Health & wellbeing programme
Experience:

Customer service: 1 year (preferred) Administrative experience: 1 year (preferred) Office experience: 1 year (preferred) Management: 1 year (preferred)
Work Location: In person

Application deadline: 09/05/2025