About this role
Job summary
We are seeking a hands-on and organised Reception & Admin Lead to oversee the day-to-day running of our front-of-house and administrative team.
This is a supervisory (non-managerial) role, focused on ensuring that daily tasks are completed, workflows are followed, and standards are maintained. The role requires a visible presence within the practice, supporting staff in real time, monitoring activity, and escalating issues to the Practice Manager where required.
This role is ideal for someone who is practical, confident and focused on ensuring work is completed consistently in a busy environment.
The post-holder will be expected to work alongside the team rather than operate in a purely office-based role.
The role is focused on maintaining consistent standards and ensuring day-to-day operations run effectively.
Working pattern
Monday: 8:00am - 6:00pmTuesday: 1:00pm - 6:00pmWednesday: 8:00am - 6:00pmThursday: 1:00pm - 6:00pmFriday: 8:00am - 6:00pm(1-hour unpaid lunch break on Monday, Wednesday and Friday)
Main duties of the job
Provide day-to-day supervision of reception and administrative staffEnsure all reception and admin tasks are completed in line with agreed workflows and prioritiesMaintain a visible presence on reception, providing real-time support and directionAllocate staff across reception, telephones and administrative workload as requiredPrepare and coordinate reception staff rotas to ensure adequate coverMonitor activity, conduct and attendance, escalating concerns promptly to the Practice ManagerIdentify and address issues promptly as they arise within the working dayHandle non-clinical queries and complaints at an initial level, escalating where appropriateEnsure staff adhere to practice policies, processes and expected standardsSupport implementation of new systems and ways of workingScope of role
This is a supervisory operational role, not a management position.
The role focuses on overseeing day-to-day workflow and ensuring the smooth running of reception and administrative services.
The post-holder is not expected to take on management responsibilities beyond day-to-day supervision.
The role does not include:
Formal line management responsibilityDisciplinary decision-makingAppraisal or probation sign-offStrategic or leadership responsibilitiesThese responsibilities remain with the Practice Manager and GP Partners.
About us
The Linden Medical Group is a well-established GP practice based in Stapleford, providing care to approximately 7,000 patients.
Our clinical team includes GP Partners, Salaried GPs, nursing staff and additional roles supported through our Primary Care Network. This is supported by an experienced non-clinical team working together to deliver an efficient and patient-focused service.
We are a supportive and collaborative practice with a strong focus on maintaining consistent standards and improving the way we work.
Job description Job responsibilities
Job title: Reception & Admin Lead (Non-Managerial)
Reports to: Practice Manager
Direct working relationship with: Reception, administration and secretarial staff
Key responsibilities
1. Day-to-day supervision
Supervise non-clinical staff on a day-to-day basisProvide clear direction and immediate feedback where requiredEnsure staff remain on task and that all allocated work is completed within expected timeframesEscalate performance or conduct concerns appropriately2. Operational coordination
Oversee the daily running of reception and administrative functionsEnsure appropriate allocation of staff throughout the dayMaintain efficient workflows and consistent service deliveryHighlight gaps in cover or resourcing issues3. Workflow and standards
Ensure all tasks are completed in line with agreed processesMonitor completion of work and follow up where requiredMaintain a structured and organised working environment4. Issue resolution
Respond to and resolve operational issues as they ariseAct as a first point of contact for non-clinical issuesEscalate more complex matters to the Practice Manager5. Communication
Act as a link between the Practice Manager and non-clinical teamShare updates and reinforce expectations with staffEscalate risks, concerns or issues in a timely mannerKey outcomes
A well-organised and consistently functioning front-of-house teamWork completed accurately and within expected timeframesClear oversight of day-to-day activity and workloadPrompt identification and escalation of issues
Person Specification
Experience Essential
Experience working in an NHS or GP environment Ability to prioritise workload Accountability for own work Experience supervising staff in a busy environment Confident in addressing issues and challenging situations Strong organisational skills and attention to detail Practical, consistent and proactive approach Good communication and interpersonal skills Understanding of primary care workflows Experience of rota coordination Experience handling non-clinical queries or complaints
Desirable
Ideal candidate We are looking for someone who is: Happy working within a clearly defined supervisory (non-managerial) role Practical and hands-on in their approach Comfortable working in a busy reception environment Focused on organisation, consistency and getting work done Confident in addressing issues as they arise Additional information The post-holder will handle confidential patient and staff information in line with GDPR and practice policies. The role requires adherence to all Health & Safety, equality and safeguarding standards. This job description is intended as a guide and may be adjusted in line with service needs. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a DBS check.
Qualifications Essential
GCSE grade A to C in English and Maths Knowledge of SystmOne Good IT skills
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 The Linden Medical Group
Address Stapleford Care Centre
Church Street
Nottingham
NG9 8DA
United Kingdom
Employer's website https://www.thelindenmedicalgroup.co.uk (Opens in a new tab)