WHAT DOES AN ADMINISTRATION SUPERVISOR DO?
Published: Nov 07, 2024 - The Administration Supervisor provides comprehensive support across GCR offices, ensuring top-notch office management and compliance with company policies. This role involves leading and enhancing administrative services by supervising team members, optimizing routine operations, and overseeing office-related projects from conception to execution. Additionally, the supervisor maintains strong relationships with suppliers and cross-functional teams while managing office budgets and implementing departmental training and policies.
A Review of Professional Skills and Functions for Administration Supervisor
1. Administration Supervisor Duties
- Template Management: Division template management of all 50+ providers in the Boston clinic. Working closely with satellites, being the liaison regarding provider templates and changes.
- Staff Supervision: Directly supervising 2-3 administrative staff that oversee medical records, new patient information, and triage scheduling. Interviewing, hiring, orienting, training, and developing staff as necessary.
- Organizational Skills: Organizes work and work processes. Conducting regular staff meetings and serving as point person when the manager is absent.
- Customer Service: Ensuring patient satisfaction by providing positive and effective customer service. Monitoring and assessing management and operations for patient satisfaction, recommending and implementing improvements to service.
- Operations Management: Monitoring all registration, scheduling, and processing activities and patient satisfaction from an operational standpoint. Working closely with the Administrative Program Director and Practice Administrator on process improvements and standardization of workflows.
- Inventory Management: Tracking supply inventory, making online purchases of supplies and other needs.
- Registration and Billing Compliance: Ensuring all appropriate registration and administrative paperwork is generated at the time of patient registration and forwarded to the Hospital in a timely manner for billing purposes.
- Process Improvement: Identifying opportunities to change registration, scheduling, and billing processes and procedures to enhance a positive patient experience.
- Budget Analysis: Participating in the budget process by identifying and analyzing trends and patterns and preparing cost projections. Developing proposals to improve cost-effectiveness.
- Financial Management: Monitoring budgets and payroll, resolving variances, preparing reports, and maintaining related records and documentation.
- Project Management: Working on special projects and providing detailed analyses and reports on findings as requested. Managing and updating monthly reports.
2. Administration Supervisor Details
- Administrative Work Management: Responsible for preparations, handling, and errands of administrative tasks, including registration, cancellation, amendment, and alteration of certificates, licenses, e-passes, etc., for JV start-up.
- Client Hospitality Arrangement: Manages reception, accommodation booking, transportation, and catering for internal and external clients.
- Office Facility Support: Provides on-site project management team members with timely and quality office facility support, including vendor management for power, water, stationery, and cleaning.
- Expense Management: Oversees payment and billing management for JV administrative expenses.
- Stakeholder Coordination: Liaises and coordinates with stakeholders to build effective relationships and provide comprehensive administrative support.
- Budget Planning: Plans and monitors the annual budget for administrative expenses.
- Office Equipment Management: Ensures all office equipment, including photocopiers, fax machines, and paper supplies, are in good working order with timely replenishment of consumables.
- Vendor Compliance Management: Manages vendors for accommodation, shuttle bus/van, and canteen to ensure compliance with company policy.
- Safety Procedures Implementation: Implements and manages office safety procedures to maintain a safe working environment.
- Reception and Facility Management: Manages reception, office cleaning, and security guard services.
- Event Organization: Organizes and facilitates company events, including the annual gala, Cake Day, team building, and other activities.
3. Administration Supervisor Responsibilities
- Administrative Support: Provides overall support to GCR offices in the full scope of administrative services.
- Office Management Quality: Partners with the Admin Leader to ensure high-quality office management, creating a pleasant and safe office environment in compliance with company policy and processes.
- Team Leadership: Coaches and leads the receptionist, office administrator, tea lady, and office security to enhance the admin service team.
- Operational Supervision: Supervises and improves admin routine operations by leading initiatives for greater effectiveness and efficiency.
- Project Management: Oversees office-related projects, including Real Estate and Facilities, Meetings and Events, and Travel Management, ensuring timely implementation of all core processes.
- Supplier Relationship Building: Establishes strong business relationships with company suppliers and partners, fostering close partnerships with cross-functional teams.
- Cost Management: Prepares and maintains a clear tracking report for office cost management, supporting budget control, cost management, and process streamlining.
- Staff Development: Determines and monitors the department's continuing education goals, providing educational opportunities for departmental staff.
- Policy Communication: Ensures departmental and Medical Center initiatives, priorities, standards, and policies are effectively communicated and understood by both direct and indirect reports.
- Policy Implementation: Implements and enforces policies and procedures that guide and support departmental operations and services.
4. Administration Supervisor Job Summary
- Invoicing Prioritization: Prioritizes all invoicing to achieve the 15-minute SLA upon completion of repairs.
- WIP Management: Manages full off-site and completed Work In Progress (WIP) effectively.
- Cross-functional Support: Provides support to other functions as directed by the ASM.
- Customer Satisfaction: Supports excellence in the manufacturer’s Customer Satisfaction Index (CSI) program.
- Team Management and Recruitment: Assists with the management and recruitment of the admin team.
- Warranty Training: Works with the warranty team to train all administrators on processing manufacturer warranty claims.
- Job Pack Preparation: Prepares job packs, including checking SCP, KDMs, C&D prep, and GDPR compliance.
- Fleet Management: Manages fleet for MBRG and MBUK-supplied vehicles.
- Document Prioritization: Prioritizes all invoicing, release notes, and DSBs.
- Release Pack Processing: Loads release packs onto DSD and sends to customers with DSD Pay link, maintaining a 15-minute SLA upon repair completion.
- Used Car Warranty Claims: Manages the used car warranty claim process.
5. Administration Supervisor Accountabilities
- Task Delegation: Delegates and schedules tasks effectively.
- Staff Scheduling: Compiles and manages staff rotas.
- Reporting: Provides reports to senior management.
- Process Compliance: Ensures team adherence to strict processes and procedures.
- Issue Resolution: Acts as the first point of contact for complaints and issues.
- Stakeholder Liaison: Liaises with senior managers and healthcare professionals.
- Fiscal Support: Assists with departmental fiscal responsibilities
- Budget Monitoring: Monitors budget expenditures, identifying and researching variances or issues.
- Expense Tracking: Assists in tracking and monitoring expenses and allocations, providing applicable reports.
- Purchase Research: Conducts research for major purchases.
- Budget Preparation: Assists with annual budget preparation.