Lead Administrator - Oxford

About Welbeck Oxford

Welbeck is bringing a brand-new, state-of-the-art private healthcare centre to Oxford, marking an exciting phase of growth for the organisation. The facility will offer a wide range of specialist services delivered by leading clinicians, supported by cutting edge technology and a strong focus on patient-centred, same day care. With a variety of new roles being created across clinical and operational teams, Welbeck Oxford presents an opportunity to join an innovative, forward-thinking environment that is set to redefine private healthcare provision in the area.

About the role

As Lead Administrator, you will play a pivotal role in the day-to-day success of Welbeck Oxford, leading administrative and billing operations across the centre. Responsible for a team of Administrators and Reception staff, you will ensure a seamless guest journey from referral through to billing completion, delivering an exceptional experience at every stage.

Reporting to the Business Manager, you will oversee bookings, imaging, and outpatient or inpatient administration, while maintaining accurate and timely billing across both insured and self-pay pathways. Working closely with clinical teams and fellow Lead Administrators, you will help ensure services run efficiently, effectively and in line with the high standards expected within a premium healthcare environment.

This is a new role within a new facility and offers the opportunity to help shape administrative processes, establish best practice and contribute to the successful growth of the centre. It is ideally suited to an experienced healthcare administrator with leadership experience who is looking to take on broader operational responsibility, or an established team leader seeking the opportunity to make a significant impact within an ambitious and growing organisation.

Overview of key responsibilities

• Lead daily bookings, imaging and outpatient or inpatient administrative operations

• Monitor clinic utilisation, capacity planning and diary management to maximise efficiency

• Oversee day-to-day billing activity across insured and self-pay patient pathways

• Ensure accurate charge capture and timely billing to support effective revenue management

• Ensure insurer authorisations are obtained and validated prior to treatment

• Act as the first point of escalation for billing queries, discrepancies and disputes

• Maintain and continuously improve administrative and billing standard operating procedures

• Lead, coach and develop a team of Administrators and Reception staff

• Support rota planning, onboarding and performance management activities

• Ensure compliance with CQC requirements, GDPR, safeguarding and organisational policies

• Provide hands-on support during busy periods and support cross-cover across administrative functions

• Produce operational updates and contribute to service improvement initiatives

About you

You will already have experience working within a private healthcare administrative or billing environment and will understand the importance of delivering accurate, efficient and patient-focused services. Ideally, you will also have supervisory or team leadership experience, with a track record of supporting colleagues to deliver consistently high standards.

You thrive in a fast-paced environment and are able to balance multiple priorities while maintaining exceptional attention to detail. Your understanding of insurer and self-pay billing pathways, combined with your operational awareness and problem-solving approach, allows you to identify issues quickly and drive positive outcomes.

You are an organised, resilient and approachable leader who leads by example. Your communication skills enable you to build trusted relationships with colleagues, clinicians, consultants, insurers and patients alike, while your guest-first mindset ensures service excellence remains at the heart of everything you do.

You will also bring:

• A Level 3 qualification (or equivalent) and evidence of continuing professional development

• Experience within a private healthcare administration or billing environment

• Knowledge of insurer and self-pay billing pathways, KPIs and month-end processes

• Excellent communication, stakeholder management and organisational skills

• Strong attention to detail and commitment to accuracy

• Proficiency in Microsoft Office and confidence learning new systems

• A calm, adaptable and guest-focused approach under pressure

If you are ready to bring your leadership, administration and billing expertise to Welbeck Oxford, we would love to hear from you.

For a full copy of the Job Description click here

Recruitment Process

For this role, there will potentially be three stages;

Stage 1 – Shortlisting (completed by 19th August)

Stage 2 – Screening Call (via Teams) 20th – 25th August

Stage 3 – Interview Assessment (Face to Face) From w/c 1st September

We have included our provisional dates above for you to understand the timelines we are working towards.

Disclosure and Barring Service (DBS)

Welbeck is committed to safeguarding and promoting the welfare of patients and expects all staff to share this commitment. All roles are subject to pre-employment checks in line with regulatory requirements, including an appropriate level of Disclosure and Barring Service (DBS) check.

Using AI

AI tools can be helpful when you're preparing documents or refining how you present your experience. What matters is that anything you share with us, from your application to your interview, reflects your own skills, experience and judgement. We want to understand the real you, so please use AI responsibly and avoid submitting information that is inaccurate, exaggerated or inauthentic.

Equality, Diversity & Inclusion

At Welbeck, we believe exceptional care starts with inclusive teams. We are committed to creating a workplace where difference is valued and excellence is expected; where people feel respected, and everyone is supported to do their very best. We welcome applications from all backgrounds and experiences and appoint on merit, recognising that diverse perspectives strengthen clinical quality, leadership, operational delivery and patient care.

Department

Welbeck Oxford

Role

Lead Administrator

Locations

Welbeck Oxford

Employment pattern

5 days on site

Employment contract

Permanent

Employment type

Full time

Reporting to

Business Manager

Number of open positions

Closing date for applications

12 August, 2026

About Welbeck

Welbeck was founded by a group of leading healthcare specialists who strongly believed that better care was possible, and that an entirely new sort of organisation was needed to deliver this.

Through working in partnership with expert teams of doctors, architects, and operations experts, our flagship centre in London was created.

Welbeck is now a private healthcare facility like no other, with eighteen specialties all under one roof all uniquely created to put the patient first, as well as our own Surgery Centre.

Our flagship building continues to grow, with further specialties planned as well as opening two regional centres in 2026 to expand our offering beyond London.