Job summary
Ready to lead a team where every detail matters?

At Cornerstone Practice and Healthcare, our administration team keeps patient records accurate, safe and up to date and we are looking for an Administration Team Leader to lead them.

We are a GP practice with four surgeries across Blackburn with Darwen, proudly serving one of the North West's most diverse communities. Founded on Christian values of compassion, integrity and respect, we are ambitious, forward thinking and genuinely invested in our people.

Based at Shadsworth Surgery, you will lead our Medical Administrators day to day - planning the team's workload, supporting and developing staff, and making sure clinical correspondence, summarising, call and recall, Subject Access Requests and reports are all completed accurately and on time. This is a hands-on role, so you will work alongside your team as well as leading it.

Whether you have worked in a GP practice, a hospital or another busy office, if you have a sharp eye for detail, experience of supervising or supporting others, and are ready to take the next step into leadership, this is your chance to shape a team and make a real difference to patient care.

We are not just offering a job. We are offering a role with purpose, a team that has your back, and a workplace where what you do truly matters.

Sounds like you ? We want to hear from you.

Main duties of the job
As Administration Team Leader, you will be the go- to person for our Medical Administrators - organising the team's day, sharing out the work and making sure nothing gets missed.

Your week will be a mix of leading and doing. You will plan rotas and cover, hold one-to-ones and appraisals, support new starters and help each member of the team grow. Alongside this, you will keep a close eye on our key workflows - incoming hospital letters, summarising of new patient records, call and recall for long-term conditions, and Subject Access Request - spotting backlogs early and keeping everything on track.

You will be our quality champion for patient records, checking the accuracy of coding, summarising and redaction, and reporting on how the team is performing. You will work closely with our GPs, nurses, Care Navigation Team Leaders and the Quality Managers, and be a calm, supportive point of contact when things get busy.

This is a developmental Band 3-4 post. Full training will be provided in our clinical system and in summarising, coding and records processes, with a clear path to progress as your experience and confidence grow.

If you enjoy bringing order to a busy workload, take pride in getting the detail right and want to help a team do its best work, we would love to hear from you.

About us
Cornerstone Practice and Healthcare is a multi-site, patient-focused GP practice serving a diverse population across four surgeries - Shadsworth, Rhyddings, Lambeth Street and Bentham Road Health Centre - in Blackburn with Darwen.

Rooted in a Christian ethos of service, dignity, compassion and integrity, our mission is to provide high-quality, accessible and compassionate primary care that respects every patient's individuality and supports their wellbeing, whatever their background or circumstances.

Our administration team is friendly, hardworking and supportive. We look out for each other, take pride in our work, and know that behind every record is a real person who depend on us. As Team Leader, you will be backed by a supportive management team and work alongside fellow Team Leaders who share ideas and help each other succeed.

Core hours are Monday to Friday 8:00-18:30, with Extended Access appointments available until 20:00 each weekday in collaboration with our local Primary Care Network.

We offer:

• NHS Pension Scheme
• Uniform Provided
• A wide range of health and wellbeing benefits

If you want a role with real purpose, in a team that has your back - we would love to hear from you.

Job responsibilities
Please see the full job description and person specification attached as a supporting document.

Below is a summary of the key tasks.

Job Summary

The Administration Team Leader provides visible, day-to-day leadership to the Medical Administration team, reporting to the Quality Manager. The role combines hands-on administrative work with team supervision, workload planning, quality checking and staff development. You will make sure clinical correspondence is coded accurately and on time, new patient records are summarised within target timescales, call and recall supports our QOF targets, and Subject Access Requests and redactions are completed lawfully and on time.

Key Task:

Leading the Team

• Supervise and support the Medical Administrators day to day, planning and allocating work across scanning and coding, summarising, call and recall, report and Subject Access Requests
• Organise rotas, approve annual leave and arrange holiday and sickness cover
• Hold regular team meeting and one-to-ones, and carry out annual appraisals
• Manage sickness absence in line with practice policy, including return-to-work interviews

Quality and Performance

• Monitor the incoming clinical correspondence workflow on EMIS web so letters are scanned, coded using SNOMED and forwarded to clinicians promptly
• Oversee the summarising of new patient records (paper and GP2GP) and keep the backlog within target timescales
• Carry out regular audits of coding and summarising accuracy, giving feedback and putting improvements in place
• Coordinate call and recall for long-term conditions such as diabetes, heart disease and respiratory conditions with the nursing team
• Produce monthly KPI reports covering backlogs, turnaround times and audit results
• Keep administration protocols up to date

Hands-On Administration

• Work as part of the team, carrying out the full range of Medical Administrator duties when needed
• Handle more complex or sensitive Subject Access Requests, reports and redactions, seeking advice from a clinician or the Data Protection Officer
• Refer unclear or clinical significant information to a GP or appropriate clinician, and make sure the team does the same

Communication and Governance

• Work closely with GPs, nurses, Care Navigation Team Leaders and the management team
• Liaise with hospitals, community services, solicitors and insurers about records and reports
• Make sure the team follows UK GDPR, the Data Protection Act 2018 and practice policies, and report any data breaches promptly

The Job Description is not intended to be fully comprehensive description of the duties of the post-holder and may develop over time. Therefore, these duties will be subject to regular review and may be amended from time to time in consultation with the post-holder.

Person Specification
Knowledge
Essential

• Understanding of UK GDPR, the Data Protection Act 2018 and patient confidentiality
• Understanding of the limits of an administrative role in handling clinical information, and when to refer to a clinician

Desirable

• Understanding of General Practice operations
• Knowledge of SNOMED clinical coding and medical terminology
• Knowledge of the Quality and Outcomes Framework

Experience
Essential

• Experience of working in a busy administrative or office environment
• Supervisory experience or holding lead responsibilities within a team
• Experience of dealing with sensitive and confidential information in a professional manner

Desirable

• Experience of medical administration in a GP practice, primary care or other NHS setting
• Experience of scanning and coding clinical correspondence, or summarising medical records
• Experience of processing Subject Access Request and redacting medical records
• Experience of call and recall systems and QOF
• Experience of auditing data quality or producing KPI reports
• Involvement in recruitment, induction or training of staff

Other Requirements
Essential

• Willingness to undergo a standard Disclosure and Barring Service (DBS) check
• Right to work in the United Kingdom
• Ability to provide two satisfactory reference, including one from current or most recent employer
• willingness to work flexibly across sites and hours to meet the needs of the practice

Desirable

• Full UK driving licence and access to vehicle for occasional travel between sites

Qualifications
Essential

• 5 GCSE at grade C/4 or above, including Maths and English Language or equivalent
• NVQ Level 3 (or equivalent) in Business Administration, Health and Social Care or related field, or equivalent demonstrable experience at a similar level

Desirable

• Leadership or team leading qualification (e.g. ILM Level3) or willingness to work towards one
• AMSPAR qualification or equivalent medical administration qualification
• Recognised medical records summarising or clinical coding course
• Medical terminology course

Values and Personal Attitudes
Essential

• Flexible, adaptable to change and open to new approaches
• Reliable and trustworthy
• Professional manner and smart appearance
• Articulate, with a commitment to confidentiality and loyalty
• Willingness to work in line with and respect the Christian ethos and values of the Practice

Skills
Essential

• Proficiency in IT and the ability to use clinical systems effectively
• Leadership skills, including the ability to motivate and develop self and others
• Excellent verbal and written communication skills, including conflict resolution
• Strong interpersonal skills, showing tact, diplomacy and teamwork
• Effective time management, with the ability to plan, prioritise and meet tight deadlines under pressure

Desirable

• Ability to produce, analyse and interpret data
• Ability to develop and measure standards of service delivery

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.