About this role
Job summary
We are looking for an organised, proactive and experienced administrator to join our friendly practice team as an Admin Supervisor.
This is an exciting opportunity for someone who enjoys both hands-on administrative work and supporting colleagues in a supervisory capacity. The successful candidate will play a key role in coordinating the day-to-day activities of the administration team, ensuring workloads are managed effectively and that high standards of service are maintained for both patients and colleagues.
Working closely with the Assistant Practice Manager, you will act as the first point of contact for routine administrative queries, support staff with operational issues, coordinate workloads and contribute to the smooth running of the practice. Alongside your supervisory responsibilities, you will remain actively involved in a variety of administrative duties including patient registrations, correspondence management, referrals, secretarial work and private administration.
At Beech Tree Surgery, our values of Kindness, Quality, Transparency and Integrity are at the heart of everything we do. We are committed to creating a supportive working environment where staff feel valued, respected and empowered to deliver the highest standard of care and service.
If you are an experienced administrator looking to take the next step in your career and make a real difference within a busy and supportive primary care team, we would love to hear from you.
Main duties of the job
The Admin Supervisor will provide day-to-day coordination and supervision of the practice administration team, ensuring workloads are organised effectively and administrative processes are completed efficiently. The postholder will act as a first point of contact for routine administrative queries, support colleagues with operational issues and work closely with the Assistant Practice Manager to maintain high standards of service delivery.
Alongside their supervisory responsibilities, the successful candidate will remain actively involved in administrative work, supporting the smooth running of the practice and helping to deliver an excellent experience for patients and staff. The role also includes coordinating team cover, supporting staff development and contributing to continuous improvement across administrative services.
About us
Beech Tree Surgery is a friendly, patient-focused GP practice committed to delivering high-quality care to our local community. Our team works collaboratively to provide safe, effective and compassionate services, with our core values of Kindness, Quality, Transparency and Integrity guiding everything we do.
We pride ourselves on creating a supportive and inclusive working environment where staff are respected, encouraged to develop and recognised for the important contribution they make. Teamwork is at the heart of our practice, and we believe that open communication, mutual support and continuous improvement help us provide the best possible service for our patients.
Joining Beech Tree Surgery means becoming part of a dedicated and hardworking team that is committed to delivering excellent care while maintaining a positive and supportive workplace culture. We offer opportunities for personal and professional development and encourage staff to contribute ideas that help improve the services we provide.
Job description Job responsibilities
Job Description
Job TitleAdmin Supervisor
Reports ToAssistant Practice Manager
Hours30 hours per week (working pattern to be agreed)
Job SummaryThe Admin Supervisor is responsible for providing day-to-day coordination, supervision and operational support to the practice administration team. The postholder will support the efficient delivery of administrative services, ensuring workloads are managed effectively and practice procedures are followed consistently.
The role combines supervisory responsibilities with hands-on administrative duties and acts as a key link between the administration team and the Assistant Practice Manager. The postholder will provide guidance and support to colleagues, coordinate administrative activities and contribute to the smooth running of the practice while maintaining a personal administrative workload.
Main Duties and ResponsibilitiesTeam Coordination and SupervisionProvide day-to-day support and supervision to the administration team.Coordinate and allocate administrative workloads to ensure tasks are completed efficiently.Monitor outstanding work and deadlines, ensuring appropriate action is taken where necessary.Support colleagues with queries relating to administrative processes and procedures.Identify workload pressures and help ensure adequate administrative cover is maintained.Act as the first point of contact for routine administrative issues and concerns.Escalate complex or sensitive matters to the Assistant Practice Manager as appropriate.Administrative ResponsibilitiesUndertake a wide range of administrative duties in support of the practice.Process referrals, correspondence and other administrative documentation.Support clinicians with administrative requirements.Manage incoming and outgoing administrative work.Respond to routine queries from patients and healthcare professionals.Maintain accurate records and ensure information is handled confidentially.Support the administration team during periods of increased workload.Patient RegistrationProcess new patient registrations in line with practice procedures.Manage registration queries and patient demographic changes.Check registration documentation and ensure records are accurate and complete.Process deductions and patient transfers as required.Provide support and guidance to colleagues regarding registration processes.Private Work and Insurance AdministrationSupport the administration of private patient work and medical reports.Process insurance and third-party requests for information.Assist with the administration of private fees and related documentation.Ensure private work is managed efficiently and within agreed timescales.Staff CoordinationAssist with the preparation and coordination of administrative rotas.Support the management of annual leave requests in line with practice procedures.Monitor staffing levels and identify potential gaps in cover.Assist with sickness and absence reporting processes.Support the induction and training of new administrative staff.Monitor agreed team performance indicators and raise concerns where appropriate.General ResponsibilitiesMaintain confidentiality at all times in accordance with GDPR, NHS guidance and practice policies.Work in accordance with all practice policies and procedures.Participate in team meetings, training and development activities.Contribute to the continuous improvement of administrative processes and patient services.Promote the values of Kindness, Quality, Transparency and Integrity in all aspects of work.Key Working RelationshipsThe postholder will work closely with:
Assistant Practice ManagerSenior Management TeamAdministrative TeamReception TeamGPs and CliniciansPatientsExternal Healthcare OrganisationsOther DutiesThe duties outlined in this job description are not intended to be exhaustive and may be amended in line with the changing needs of the practice. The postholder may be required to undertake other duties appropriate to the grade and nature of the role.
Person Specification
Skills and Knowledge Essential
Excellent organisational and time management skills. Strong communication and interpersonal skills. Ability to prioritise work effectively and meet deadlines. Ability to work independently and use initiative. Ability to support and guide colleagues in a professional manner. Good attention to detail and accuracy. Ability to handle sensitive information confidentially. Excellent written and verbal communication skills. Ability to work effectively as part of a team. Good problem-solving and decision-making skills.
Desirable
Knowledge of NHS administrative processes. Knowledge of clinical systems such as SystmOne. Understanding of information governance and data protection requirements within healthcare settings.
Experience Essential
Significant administrative experience. Experience of managing and prioritising competing workloads. Experience working within a busy office environment. Experience using Microsoft Office applications and administrative systems.
Desirable
Previous experience working within a GP practice, primary care or NHS setting. Previous supervisory or team-leading experience. Experience of patient registration processes. Experience of processing referrals and clinical correspondence. Experience of private medical reports, insurance work or private patient administration. Experience supporting staff rotas, annual leave coordination or induction processes. Experience of identifying and implementing service improvements.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Beech Tree Surgery
Address 68 Doncaster Road
Selby
YO8 9AJ
United Kingdom
Employer's website https://www.beechtreesurgery.co.uk/ (Opens in a new tab)