Administration Manager

Job description

Job responsibilities

Support and manage the team leaders in the above-mentioned departments, through regular meetings and key performance indicators.

Develop and maintain effective communication between teams within the Practice to ensure a high standard of information flows within the organisation, especially with the cross over between operations and clinical teams.

Provide regular reports, updates and assistance to the Senior Management Team to ensure the smooth running of all departments and projects.

Provide weekly and monthly productivity figures to support achievements of targets.

Support the department Leads and team with difficult and complex issues such as conduct, performance management and disciplinary procedures, working closely with the HR Team for resolutions.

Highly IT literate and awareness of new technologies and their benefits.

The ability to work independently, making informed decisions and exercising appropriate initiative when faced with new situations or issues that require immediate solutions.

Development, implementation and review of Practice Policies and procedures within area of expertise. Assist in maintaining and implementing CQC policies to staff members and ensure that GDPR and data governance is maintained at all times.

Evaluate Lead performance annually through appraisals, defining key objectives and holding them accountable for results.

Support the recruitment process of new staff.

Proactively monitor NHS and CQC regulatory changes, ensuring timely communication to relevant teams and the development of actionable implementation plans.

Identify the training needs of your teams to stay ahead of the changes the organisation will face.

Monitor workloads of teams to ensure they are manageable and propose workarounds with timelines and costs to the Senior Management Team when required.

To ensure each department has the appropriate skills in order to provide adequate cover when workloads increase/projects are implemented, cover required for sickness absence and future succession planning.

Attendance of Practice meetings, such as Significant Events, Complaints and PPG meetings.

Support with ad hoc projects recording, delegating and overseeing tasks are completed timely and accurately.

Ensure adequate staffing levels, approving annual and other leave in line with agreed policy.

Continual review of practice systems to ensure optimal delivery of patient services along with cost-efficiency initiatives

Ensure Practice policies relating to your teams are communicated to the organisation and patients effectively i.e. leaflets, monitors and websites.

Review clinical system workload using the weekly audit shared by the Patient Data Team and proactively highlight any gaps or concerns to the Senior Management Team.

Liaise closely with the Senior Management Team and keep informed of any matters arising or problems/potential problems.

Oversee the monitoring and development of the Administration Teams.

Always Work safely in accordance with legislative requirements and practice policy and procedures.

Work across multi sites.

Keep up to date with current training.

Person Specification

Skills & Abilities

Essential

• Strong leadership and people management skills.
• Excellent organisational and time management skills.
• Ability to analyse data and produce meaningful reports.
• Excellent communication and interpersonal skills.
• Ability to make informed decisions and work independently.
• Strong problem-solving and conflict resolution skills.
• Ability to manage multiple priorities and meet deadlines.
• High level of IT proficiency and ability to learn new systems quickly.
• Ability to delegate effectively and oversee task completion.

Qualifications

Desirable

• Leadership or management qualification.
• HR-related training (e.g. performance management, disciplinary procedures).
• Training in data protection, GDPR, or information governance.
• Knowledge or training related to CQC standards and compliance.

Experience

Essential

• Significant experience in a supervisory or management role.
• Experience of leading teams, including performance management and appraisals.
• Experience managing workloads, targets, and productivity within a team environment.
• Experience producing reports and analysing performance data.
• Experience handling complex staff issues (e.g. conduct, performance, or absence).
• Experience working with multiple stakeholders and senior management.

Desirable

• Experience within a GP practice, NHS, or healthcare environment.
• Experience managing multi-site teams or services.
• Experience working with regulatory frameworks (e.g. CQC compliance).

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

York Medical Group

Address

32 Clifton

YORK

YO30 6AE

Employer's website

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