Administration Team Leader Primary Care Services
Location: Princes Risborough Head Office & and travel to business locations in Buckinghamshire
Hours: 37.5 per week
Salary: Dependent on experience in range of £28,000- £32,000 per annum
The Administration Team Leader will be responsible for providing effective day-to-day leadership and supervision of the Primary Care Services administration team. The post holder will ensure the delivery of efficient, high-quality administrative support across all services, maintaining excellent patient care standards and supporting operational performance.
Working closely with the General Manager, the Administration Team Leader will coordinate daily workloads, oversee administrative processes, support staff development, monitor key performance indicators, and contribute to service improvement initiatives. The role combines leadership responsibilities with hands-on administrative support to ensure the smooth running of Primary Care Services.
Key Responsibilities
Operational Leadership
- Lead the day-to-day running of the Primary Care Services administration team.
- Allocate work and coordinate daily activities to ensure all clinics are appropriately supported.
- Monitor staffing levels, annual leave and sickness, escalating any risks to service delivery.
- Act as the first point of escalation for administration staff.
- Ensure clinic rotas, appointment templates and room allocations are effectively managed.
- Support operational continuity by responding proactively to changing service demands.
Team Leadership
- Provide day-to-day supervision, guidance and support to the administration team.
- Contribute to team meetings.
- Support recruitment, induction and training of new administration staff.
- Monitor staff performance, identifying training and development needs.
- Promote a positive, inclusive and supportive team culture in line with organisational values.
- Ensure compliance with HR policies and support informal performance management where appropriate.
Service Performance
- Monitor appointment utilisation, clinic capacity and administrative workflows.
- Ensure appointments are booked efficiently to maximise clinic utilisation.
- Produce routine activity reports and performance information for the management team.
- Identify trends or operational issues and recommend improvements.
- Support achievement of service KPIs and contractual requirements.
Quality & Governance
- Ensure administrative processes comply with organisational policies and information governance requirements.
- Support audits and implement agreed actions.
- Assist with incident reporting, complaints and investigations where required.
- Promote high standards of data quality and record keeping.
- Escalate operational risks or quality concerns promptly.
Administration Responsibilities
Operational tasks, including:
- Booking appointments and recalls.
- Managing EMIS appointment books.
- Creating eRS referrals.
- Preparing clinic paperwork.
- Typing patient correspondence.
- Liaising with GP practices, clinicians and hospitals.
- Completing data logs and reports.
- Supporting all Primary Care Services clinics.
Service Improvement
- Identify opportunities to improve administrative processes and patient pathways.
- Support the implementation of new services and changes to existing services.
- Contribute ideas that improve efficiency, patient experience and productivity.
- Support the introduction of digital systems and new ways of working.
Communication & Relationships
- Develop effective working relationships with clinicians, operational managers and GP practices.
- Act as a key communication link between administration staff and the management team.
- Ensure information is communicated accurately and consistently across the service.
- Promote collaborative working across Primary Care Services.
Essential
- Educated to GCSE level (or equivalent) including English and Mathematics.
- At least 2 years’ experience within a health sector.
- Familiarity with other IT packages e.g. Excel, word, PowerPoint, Publisher
- Strong knowledge of administration
- Working knowledge of EMIS Web, eRS, Docman, ICE, AccuRx. Teamnet
Desirable
- Understanding of the NHS/public sector
- Experience supervising or leading an administration team within a healthcare setting.
- Experience coordinating workloads and prioritising competing demands.
- Experience monitoring performance and meeting service targets.
- Experience training and supporting staff.
Knowledge and Skills
- Strong organisational and workload management skills.
- Excellent communication and interpersonal skills.
- Sound understanding of patient confidentiality, information governance, and data protection principles.
- Ability to prioritise competing demands and work under pressure.
- Competent in Microsoft Office applications and healthcare administration systems.
- Strong problem-solving and decision-making abilities.
About You
- Positive and supportive leadership style.
- Professional, reliable, and approachable.
- Committed to delivering excellent patient care and service standards.
- Flexible and adaptable to changing operational needs.
- Ability to motivate and develop others
Benefits
- Generous NHS Pension Scheme – benefit from one of the UK's most valuable pension schemes, with an employer contribution of 23.7%, helping you build long-term financial security.
- 25 to 30 days annual leave, depending on length of service.
- Plus Bank holidays
- Employee Assistance Programme
About FedBucks
FedBucks is a not-for-profit GP federation of 45 GP practices covering a population of over 550,000 patients across Buckinghamshire. We began in 2016 and now employ around 300 members of staff at our head office site, and across our planned and unplanned care services.
As a GP Federation and Social Enterprise, we are proud to represent our member practices and to champion primary care by working with local general practice and system partners in the provision of community-based healthcare services. We are dedicated to providing safe and compassionate care to our patients across our range of planned and unplanned healthcare services in Buckinghamshire and believe in continuous commitment to quality service delivery and positive patient outcomes.
Patients are at the heart of everything we do, and we pride ourselves in our purpose when enabling excellent patient care and supporting general practice.
The successful applicant will be required to undergo an enhanced background check (e.g., DBS) prior to appointment, and regular safeguarding training will be provided and required.
Pay: £28,000.00-£32,000.00 per year
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
