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Rushall Medical Centre

Administration Manager

The closing date is 10 July 2025

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Job summary

The Administration Manager is responsible for the efficient management and direction of the Administration Team and all of its associated functions. They will ensure that all administration duties are performed effectively and to a high standard. They will meet the objectives of the practice in accordance with agreed procedures, protocols and timescales. They will also carry out other duties as directed by the Management Team and reporting to the Practice Manager as necessary. The Administration Manager will be part of a team committed to providing a high quality service to our practice population.

Main duties of the job

  1. They will lead by example, i.e. being courteous, approachable and supporting the wider team to help ensure the smooth and efficient running of the practice and the services offered.
  2. They will be proactive, have excellent organisational skills and be able to prioritise their own and others workloads enabling them to meet deadlines effectively.
  3. They will have excellent communication skills and teamwork is crucial in a multidisciplinary environment helping ensure quality and consistency.
  4. They will line manage all of the administration team supporting their development, providing guidance and direction and ensuring all mandatory training is up to date
  5. The key aspect of the role will be to support the Practice Manager to oversee the team and be the most senior point of contact which will include day to day queries, organising the administration team rota and work plans of the team.

About us

The practice is situated in a large modern purpose built building. It is located in Rushall which is about 3 miles outside of Walsall Town Centre. Our priority is to provide the highest standard of clinical care to the patients registered at the practice. The practice is run by 5 Partners and employs 3 Salaried GP's. We have a large practice team consisting of approximately 40 staff including Pharmacists, Practice Nurses, Nursing Associate, Healthcare Assistants, Paramedics, Management Team and around 12 administration team. We are busy practice with approximately 15,000 patients. We work collaboratively with other healthcare providers and support organisations. We embrace a continuous improvement ethos and strive to ensure we are available for our patients. In addition we are a training practice for GP Registrar trainees and medical students.

Details

Date posted

09 June 2025

Pay scheme

Other

Salary

Depending on experience £17.65/hr depending on experience

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

A0236-25-0001

Job locations

107 Lichfield Road

Rushall

Walsall

WS4 1HB


Job description

Job responsibilities

Overseeing the administration and support operations of the practice ensuring staff achieve their primary responsibilities

Line managing all administration staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with their mandatory training

Ensuring all daily reception duties are completed and helping to oversee the smooth running of the practice

Completing administration staff appraisals with the Practice Manager

Identifying and delivering staff training where required

Compiling reception staff rotas

Assisting with the review and updating of all administration and reception policies and procedures as required

Supporting the management team in the compilation of practice reports and the practice development plan

Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation

Coordination of the administration staff rota ensuring sufficient cover is provided during periods of leave and other staff absences

Provide induction training for new administration staff with ongoing reviews and monitoring of the role dealing appropriately with any underperformance, retraining and reassessment

Updating the appointment system with clinical sessions ensuring these reflect leave and other approved absences, proactively identifying any cover required for all the clinical team

Providing initial guidance and advice to patients who wish to verbally complain

Working closely with the practice management team

Acting as a Fire Marshall, ensuring evacuation lists are current and the visitors sign-in log is used appropriately

Partake in audit as directed by the practice management team

Coordinate and produce meeting agendas and record the minutes of administration team meetings

Monitor and promote the use of the Friends and Family Test

Champion continuous improvement, encouraging staff to participate and make suggestions for quality improvement

Assist with the QOF targets

Job description

Job responsibilities

Overseeing the administration and support operations of the practice ensuring staff achieve their primary responsibilities

Line managing all administration staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with their mandatory training

Ensuring all daily reception duties are completed and helping to oversee the smooth running of the practice

Completing administration staff appraisals with the Practice Manager

Identifying and delivering staff training where required

Compiling reception staff rotas

Assisting with the review and updating of all administration and reception policies and procedures as required

Supporting the management team in the compilation of practice reports and the practice development plan

Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation

Coordination of the administration staff rota ensuring sufficient cover is provided during periods of leave and other staff absences

Provide induction training for new administration staff with ongoing reviews and monitoring of the role dealing appropriately with any underperformance, retraining and reassessment

Updating the appointment system with clinical sessions ensuring these reflect leave and other approved absences, proactively identifying any cover required for all the clinical team

Providing initial guidance and advice to patients who wish to verbally complain

Working closely with the practice management team

Acting as a Fire Marshall, ensuring evacuation lists are current and the visitors sign-in log is used appropriately

Partake in audit as directed by the practice management team

Coordinate and produce meeting agendas and record the minutes of administration team meetings

Monitor and promote the use of the Friends and Family Test

Champion continuous improvement, encouraging staff to participate and make suggestions for quality improvement

Assist with the QOF targets

Person Specification

Experience

Essential

  • Experience in leading and managing a team or department
  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Managing any team within general practice
  • Working in general practice
  • Working with EMIS Web and Docman

Qualifications

Essential

  • GSCE English and Mathematics - Grade C or above and at least 3 others

Desirable

  • Educated to A-level/equivalent or higher with relevant experience
  • Leadership and/or management qualification

Personal Qualities

Essential

  • Excellent Communication skills
  • Strong IT Skills
  • Competent in the use of Microsoft Office and Outlook
  • Effective time management
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure
  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sympathetic and empathic in distressing situations
  • Ability to work under pressure

Desirable

  • EMIS, Docman and other general practice software
Person Specification

Experience

Essential

  • Experience in leading and managing a team or department
  • Experience of working with the general public
  • Experience of administrative duties

Desirable

  • Managing any team within general practice
  • Working in general practice
  • Working with EMIS Web and Docman

Qualifications

Essential

  • GSCE English and Mathematics - Grade C or above and at least 3 others

Desirable

  • Educated to A-level/equivalent or higher with relevant experience
  • Leadership and/or management qualification

Personal Qualities

Essential

  • Excellent Communication skills
  • Strong IT Skills
  • Competent in the use of Microsoft Office and Outlook
  • Effective time management
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure
  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sympathetic and empathic in distressing situations
  • Ability to work under pressure

Desirable

  • EMIS, Docman and other general practice software

Disclosure and Barring Service Check

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.

Employer details

Employer name

Rushall Medical Centre

Address

107 Lichfield Road

Rushall

Walsall

WS4 1HB


Employer's website

https://www.rushallmedicalcentre.co.uk (Opens in a new tab)

Employer details

Employer name

Rushall Medical Centre

Address

107 Lichfield Road

Rushall

Walsall

WS4 1HB


Employer's website

https://www.rushallmedicalcentre.co.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Assistant Practice Manager

Jacqueline King

jacqueline.king12@nhs.net

01922622212

Details

Date posted

09 June 2025

Pay scheme

Other

Salary

Depending on experience £17.65/hr depending on experience

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

A0236-25-0001

Job locations

107 Lichfield Road

Rushall

Walsall

WS4 1HB


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