Overview
We are seeking a highly organised and experienced Admin Team Manager specialising in mental healthcare to oversee administrative function within our organisation consisting of 10-15 medical secretaries . The successful candidate will be responsible for the overall admin team performance, structure, and effectiveness of the administrative function. The primary focus of this role is to ensure high-quality, consistent, and commercially effective administrative delivery across all service lines. This is a commercially focused, business-critical role requiring a strong understanding of how administrative performance drives clinic utilisation, patient experience, and financial outcomes.
Responsibilities and Duties
1. Admin Function Leadership & Performance
- Lead the administrative function across all service lines, ensuring clarity and high levels of team performance
- Set clear expectations and holding team accountable for delivery within areas of responsibilities
- Ensure effective structure, resourcing, and workload distribution across teams
- Create and maintain a culture of ownership, accountability, and high standards
- Intervene where performance, structure, or delivery risks arise
2. Service Lines Oversight & Accountability
- Oversee admin team performance across all service lines
- Ensure each service line is effectively managed, with clear ownership of pathways, processes, and team delivery
- Act as escalation point for cross-service issues, operational risks, and conflicts
3. Quality, Standards & Governance
- Define and maintain high standards of administrative delivery across the clinic
- Ensure consistency in patient experience, communication, and service quality across all teams
- Oversee regular internal audits and ensure findings are addressed and implemented
- Ensure compliance with governance, regulatory, and information standards
- Escalate and manage risks relating to patient experience, safety, or service quality
- Work closely with the facilities leader to ensure clinic rooms and environments are appropriately prepared and available to support smooth patient flow and clinical delivery
4. Commercial Performance & Financial Oversight
- Oversee clinic utilisation, referral flow, and administrative contribution to revenue performance
- Ensure proactive management of credit control, holding team members accountable for timely collection and debt reduction
- Ensure effective credit control practices across service lines, working in collaboration with finance team
- Monitor financial risks (including aged debt, inefficiencies, and underutilisation) and ensure appropriate action
- Identify and drive opportunities for efficiencies, cost savings, and improved ways of working across the admin function
- Support commercially informed decision-making across the admin function
5. People Leadership & Capability Building
- Lead, develop, and support admin team members
- Ensure consistent performance management, development, and capability building across the admin function
- Oversee recruitment, onboarding, and succession planning
- Address performance and conduct issues appropriately, escalating where required
- Foster a collaborative, accountable, and high-performing team culture
6. Data & Continuous Improvement
- Maintain clear visibility of performance across service lines, including utilisation, enquiry handling, team workload, and financial metrics
- Use data to identify trends, risks, and opportunities for improvement
- Ensure reporting is accurate, timely, and supports effective decision-making
- Drive continuous improvement through structured, data-led initiatives
- Lead the development and implementation of improved systems, workflows, and ways of working to enhance efficiency and scalability
7. Cross-Clinic Coordination & Change Management
- Lead implementation of changes to administrative processes, systems, and ways of working
- Ensure alignment and consistency across all service lines
- Support the team through periods of operational change, maintaining performance and engagement
- Act as a key link between operations, clinicians, and administrative teams
Qualifications & Experience
- Strong administrative background within healthcare or regulated environment
- Previous experience as a Medical Secretary or in a comparable operational administrative role
- Proven experience managing teams and driving performance
- Demonstrated ability to improve processes, systems, and ways of working
- Strong commercial awareness and understanding of how operations impact business performance
Ways of Working
- Leads through clarity, consistency, and accountability
- Operates with strong commercial awareness and business understanding
- Actively challenges existing ways of working and proposes practical, data-informed improvements
- Proactive in identifying issues and driving solutions
- Demonstrates strong emotional intelligence, navigating sensitive situations with professionalism, empathy, and sound judgement
- Builds strong relationships across clinical and operational teams
- Communicates clearly, directly, and constructively
- Maintains high professional standards and discretion at all times
- Calm, structured, and effective under pressure
If you feel called to join our dynamic business and lead a dedicated team towards stronger performance and practices, please apply to this role.
Pay: £45,000.00-£48,000.00 per year
Benefits:
- Private medical insurance
- Sick pay
- Work from home
Application question(s):
- Will you be able to visit clinic's premises at 60 Harley Street 1-2 times a month?
Work authorisation:
- United Kingdom (required)
Work Location: Hybrid remote in London W1G 7HA
