Administrative Supervisor - BMC

Job overview

Join us in delivering excellent healthcare to our local community – Broadmead Medical Centre

At Broadmead Medical Centre , no two days are the same. You’ll be right at the heart of a diverse and fast-moving inner-city healthcare service, supporting over 10,000 patients from all walks of life. Whether you’re helping someone access urgent care or providing calm support in emotionally charged moments, your actions will shape someone’s day, for the better.

Lead and inspire a busy administrative team, ensuring the smooth and efficient delivery of key services including medical records, document management, and patient support. You’ll oversee performance, drive improvements, and ensure compliance with NHS standards, ideal for a proactive leader who thrives in a fast-paced healthcare environment

Important Eligibility Information Please note that BrisDoc is not able to offer visa sponsorship for this role.

Main duties of the job

Who We’re Looking For

We’re looking for people who share our passion for the NHS and delivering “patient care by people who care”.

• Educated to GCSE level (or equivalent) including English
• IT proficiency (Microsoft Office systems)
• Experience of supervising or leading a team
• Significant experience in administrative roles within a healthcare or GP setting
• Experience managing medical records, document workflows and/or recall systems
• Experience using clinical systems (e.g. EMIS Web)
• Experience working in a fast-paced, high-volume environment
• Strong leadership and people management skills
• Excellent organisational and prioritisation abilities
• Ability to work under pressure and manage competing demands
• Committed to high standards of patient care and service delivery
• Professional, approachable, and supportive
• Problem-solving and decision-making capability

Detailed job description and main 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.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.