Job Description

Administration Team Leader

PLEASE NOTE INTERVIEWS WILL BE HELD IN JANUARY 2026 FOR THIS VACANCY

Salary dependent on experience

Hours are negotiable - from 4 days a week (28 hours pw) to 5 days a week (37.5 hours pw)

Overview

We are seeking a highly organised and proactive team lead who will ensure the efficient management and direction of the administration team (including but not limited to the medical secretaries, care co-ordinators, prescribing clerks) ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the practice. The ideal candidate will possess strong administrative skills, excellent communication abilities, and strong leadership skills. This position offers an opportunity to lead a dynamic team, ensuring team efficiency and excellence while maintaining smooth administrative operations. As Administration Team Leader at Fairlands Medical Practice you will be supporting clinicians, working with outside agencies and supporting the management team and GP Partners.

Duties

The following are some of the core responsibilities of the administration team lead. 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 below lists of responsibilities are not exhaustive and may be subject to change as deemed necessary.

The administration team lead is responsible for:

Overseeing the administration and support operations of the practice, ensuring staff achieve their primary responsibilities.

Line managing all administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.

Line managing clinical staff and medical students and trainees (administratively not clinically).

Overseeing appraisal, training and training plans in conjunction with other team leaders.

Co-ordinating administration team staff leave, study leave etc.

Processing prescriptions and repeat prescriptions as required and according to practice policy and protocols.

Identifying and delivering team training where required.

Being able to recommend changes as appropriate and, upon agreement by the Partners, be responsible for implementing agreed changes, liaising with other member(s) of the Management Team to ensure that any effects on clinical services implementation, room allocations, other staffing resources or earning needs are identified in advance and thereby managed appropriately.

Flagging any issues at management meetings and dealing with appropriately.

Providing training to new recruits and periodic training to all staff.

Planning, implementing & overseeing the flow of patient-related information within the Practice, including changes to these systems as required to ensure efficiency, confidentiality and speed of data processing is maintained.

Reviewing and advising the Practice Manager and Partners on record keeping systems, standards and best practice in line with changing requirements.

Reviewing and updating all administrative policies and procedures as required.

Supporting the management team in the compilation of practice reports and the practice development plan.

Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation.

In conjunction with the management team and registered manager maintain the register of CQC policies, audits and ensure that these are up to date.

Being a point of contact for staff and patient queries and concerns.

Being responsible for the maintenance of the practice's clinical and other IT systems, ensuring delivery of high standards of data quality and ensuring maximum and effective utilization of the practices clinical system (EMIS Web).

Acting as a focal point for the practice managing requests from external organisations such as the local Police, solicitors, DVLA and other agencies.

Coordinating the provision of temporary administrative staff ensuring sufficient cover is provided for periods of leave and other staff absences.

Participating in any training programme implemented by the Practice as part of this employment, such training to include (but not limited to): participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development, taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Maintaining quality within the Practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision.

Establishing requirements for data retrieval, reporting, review and action.

Ensuring data integrity & consistency and coordinate clinical data entry.

Providing data analysis support to all members of the team undertaking clinical and organisational audit.

Undertaking data entry to support specific patient initiatives, e.g. student registration

Working effectively with individuals in other agencies to meet patients' needs.

Applying Practice policies, standards and guidance.

Discussing with other members of the team how the policies, standards and guidelines will affect own work and participate in audit where appropriate.

This role is ideal for candidates who thrive in a fast-paced environment, possess excellent organisational abilities and are eager to contribute to the success of The Fairlands Practice through effective leadership and administrative support.

Job Types: Full-time, Part-time, Permanent

Pay: From 17.00 per hour

Expected hours: 28 - 37.5 per week

Benefits:

On-site parking
Ability to commute/relocate:

Guildford GU3 3NA: reliably commute or plan to relocate before starting work (required)
Experience:

team leadership: 1 year (required)
Work authorisation:

United Kingdom (required)
Work Location: In person