Administrative Supervisor - Charlotte Keel Medical Practice

Team Leadership & Line Management Provide direct line management to the Support Administration team Allocate and coordinate workloads across Medical Records and Document Management functions Monitor team performance against targets, KPIs, and service standards Conduct regular 1:1s, supervision, appraisals, and performance reviews Support staff development, training, and continuous professional development Manage annual leave, sickness absence, and rota planning to ensure adequate cover Address performance concerns and undertake informal/formal HR processes where required Foster a positive, inclusive, and high-performing team environment Operational Oversight Oversee all administrative workflows ensuring tasks are completed accurately, safely, and within agreed timescales Ensure efficient processing of: Patient medical records (electronic and paper) Document scanning, coding, and workflow management Ensure administrative systems and processes are consistently maintained and optimised Identify bottlenecks and implement improvements to enhance efficiency and reduce backlogs Ensure continuity of service across all administrative functions Patient Records & Information Management Ensure compliance with GDPR, Information Governance, and NHS records management standards Monitor accuracy and quality of clinical coding and record summarising Oversee processing of subject access requests and medical report requests Ensure secure handling, storage and transfer of patient data Promote best practice in records management across the administrative team Non-Clinical Safeguarding Procedures Ensure administrative processes support effective safeguarding practices in line with organisational policies Oversee the safe handling, coding, and escalation of safeguarding information within patient records Ensure staff are trained in and adhere to safeguarding administrative processes Support accurate and timely documentation of safeguarding concerns Work collaboratively with clinical and safeguarding leads to ensure robust information management Quality, Compliance & Governance Ensure all admin processes meet Practice policies, NHS standards and CQC requirements Monitor incidents, errors and near misses and support learning outcomes Participate in audits and quality improvement initiatives Ensure standard operating procedures (SOPs) are maintained and updated Promote a culture of accountability, quality, and continuous improvement Please see the attached Job Description for more information about the role. We reserve the right to amend the closing date for this vacancy depending on application levels. Job description Job responsibilities Team Leadership & Line Management Provide direct line management to the Support Administration team Allocate and coordinate workloads across Medical Records and Document Management functions Monitor team performance against targets, KPIs, and service standards Conduct regular 1:1s, supervision, appraisals, and performance reviews Support staff development, training, and continuous professional development Manage annual leave, sickness absence, and rota planning to ensure adequate cover Address performance concerns and undertake informal/formal HR processes where required Foster a positive, inclusive, and high-performing team environment Operational Oversight Oversee all administrative workflows ensuring tasks are completed accurately, safely, and within agreed timescales Ensure efficient processing of: Patient medical records (electronic and paper) Document scanning, coding, and workflow management Ensure administrative systems and processes are consistently maintained and optimised Identify bottlenecks and implement improvements to enhance efficiency and reduce backlogs Ensure continuity of service across all administrative functions Patient Records & Information Management Ensure compliance with GDPR, Information Governance, and NHS records management standards Monitor accuracy and quality of clinical coding and record summarising Oversee processing of subject access requests and medical report requests Ensure secure handling, storage and transfer of patient data Promote best practice in records management across the administrative team Non-Clinical Safeguarding Procedures Ensure administrative processes support effective safeguarding practices in line with organisational policies Oversee the safe handling, coding, and escalation of safeguarding information within patient records Ensure staff are trained in and adhere to safeguarding administrative processes Support accurate and timely documentation of safeguarding concerns Work collaboratively with clinical and safeguarding leads to ensure robust information management Quality, Compliance & Governance Ensure all admin processes meet Practice policies, NHS standards and CQC requirements Monitor incidents, errors and near misses and support learning outcomes Participate in audits and quality improvement initiatives Ensure standard operating procedures (SOPs) are maintained and updated Promote a culture of accountability, quality, and continuous improvement Please see the attached Job Description for more information about the role. We reserve the right to amend the closing date for this vacancy depending on application levels.