Admin Team Lead

2 weeks ago


London, United Kingdom London Gynaecology Full time

Job Description

London Gynaecology is a leading private Gynaecology Practice, based at three locations: The Portland Hospital, one of London’s leading private hospitals, our independent clinic in the heart of the City of London and our newest clinic based on Harley Street. With seventeen consultants & GPs, the practice is busy and dynamic and sees in excess of 1200 patients each month.

We are actively seeking candidates for an instrumental role; Admin Team Lead.This is a key role responsible for the management of approximately 11 in-house individuals who collectively provision the vital administrative service to our patients. This team is compromised of both on-site and off-site staff and you will also be required to manage third party teams who work in conjunction with our employees. You will be reporting directly to the COO.

In addition, you will be responsible for the co-ordination of administrative services, ensuring that the admin team along with any systems and processes run in an efficient manner and in line with the organisational goals. This is not a full time role and will be undertaken alongside other administrative duties, either Medical Secretary or Front of House.

Key Responsibilities

Team Management and Support:

  • Line management for admin team, including being the first point of contact for feedback, grievances, and issues.
  • Day-to-day management and supervision of the admin team, including resolving escalated queries and organising workloads.
  • Sharing and facilitating best practice throughout the team
  • Running weekly admin team meetings.
  • Set clear expectations, goals, and priorities to the team members. Encourage open communication within the team and be available to address any concerns or questions.

Team Development:

  • Support the growth (personal development) of the team through coaching and training.Work with HR to identify opportunities for training and development.

Resource Management:

  • Short term:Day to day resource planning:creating and publishing rota to ensure equitable distribution, allocating daily tasks and managing annual leave requests.

Workflow Optimisation:

  • Streamline processes aiming for the most optimal patient experience, ensuring best practice and identifying bottlenecks and recommend solutions to fix.

Recruitment and Training:

  • Resource planning for admin team and collaborating with HR on recruitment.

Stakeholder Engagement:

  • Work with other internal departments, management, and off-site teams to understand their needs of the admin team.ensure the smooth running of the admin team and most optimal patient experience.
  • Representing the admin team at management meetings and promoting employee voices.

Patient Experience:

  • Ensuring a high level of customer service and excellent patient experience.

Experience

  • Ideally previous experience of managerial position within a medical environment.
  • PC experience (MS Office Suite) - essential.
  • Practice manager (Semble) software experience - valuable.

Desired Skills & Qualities

  • People management and leadership skills, including conflict resolution, adaptability, decision-making, problem-solving, relationship building, being reliable, trustworthy and able to motivate a team, and having a strategic approach to changes / improvements.
  • Effective communicator.Strong listening and interpersonal skills
  • Emotional intelligence
  • Positive attitude and demeanor.
  • Sympathetic and caring ; able to provide reassurance, empathy and support to both patients and members of the admin team.
  • Excellent administrative and customer service skills.
  • High attention to detail.
  • Discreet approach; the nature of our work is confidential and often sensitive.
  • A willingness to pitch in and work outside of the core responsibilities of the role; we are a small team and we all work as needed from time to time.

Benefits

  • 25 days holiday + bank holidays per year
  • Private Pension
  • Private Health Cover

Salary

  • TBC
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