Cutlers Hill Surgery

Management Office Administrator

The closing date is 12 January 2026

Job summary

We are looking for a self-motivated, disciplined and highly organised individual to join our management team. The role will involve supporting the Practice Manager and her Deputy in the day-to-day running of the surgery and management related administration, as well as supporting the partners with administrative work as required. The role will provide the right candidate with ample training opportunities and experience within a management team. This role is subject to highly confidential information, so an awareness and strict adherence to data protection and confidentiality policy is vital. You will also be expected to sign a non disclosure document.

The Deputy Practice Manager is currently on maternity leave and due to return in September 2026. We are therefore advertising for 30 - 37 hours per week on a Fixed term contract until end of August. Following this, there will be a review of hours and requirements that could lead to a permanent position becoming available.

Main duties of the job

The Management Office Administrator plays a key role in the smooth running of the practices administrative and HR functions. Responsibilities include maintaining accurate HR records, filing staff personnel files, keeping job descriptions and employment policies up to date, reviewing surgery policies, supporting recruitment administration, preparing welcome packs, managing staff inductions, and booking staff onto relevant training courses.

The role involves organizing and supporting meetings, including creating agendas and typing minutes for Management, Department Head, All Staff, Safeguarding, and Clinical meetings. Safeguarding administration is also central, including coordinating meetings, taking minutes, liaising with clinicians, school nurses, and external organizations, and maintaining safeguarding records.

Additional duties include arranging premises checks such as boiler services and PAT testing, conducting staff and patient surveys and audits, completing NHS/ICB reports, and providing QOF and CQC administrative support. The administrator also ensures the surgery website is current and undertakes other tasks as required by the Practice Manager, Deputy Practice Manager, or Partners.

About us

Cutlers Hill Surgery is seeking a proactive, organized, and forward-thinking Management Office Administrator to join our highly skilled and friendly administrative team. This is a fantastic opportunity to work within an established, progressive practice committed to innovation, collaborative working, and delivering excellent patient service.

You will play a key role in supporting the day-to-day administrative operations of the practice, ensuring smooth, efficient, and effective office management. You will be responsible for coordinating schedules, managing patient communications, and supporting staff with administrative tasks, ensuring timely and accurate service delivery. Senior administrative support and guidance will always be available.

You will join a well-coordinated team including other administrative staff, Care Coordinators, receptionists, clinical staff, and management personnel, working collaboratively to maintain the high standards of our practice.

Date posted

16 December 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Fixed term

Duration

8 months

Working pattern

Flexible working

Reference number

A1418-25-0009

Job locations

Bungay Road

Halesworth

Suffolk

IP19 8SG

Job description

Job responsibilities

Job Summary

To act as an administrator to the Practice Manager and the Deputy Practice Manager as required, performing administrative duties, and supporting the management team, including the partners, in the day to day running of the practice. Specific tasks are outlined below, this is not an exhaustive list. The role requires a self-motivated, disciplined and highly organised individual. Note that this role is subject to highly confidential information, so an awareness and strict adherence to data protection and confidentiality policy is vital.

Key Duties

HR document filing for staff personnel files

Reviewing and updating surgery policies and procedures stored on the company HR system called TeamNet

Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)

Booking staff on relevant training courses, and ensure staff are remaining up to date with mandatory training

Assisting with recruitment administration e.g. filing DBS forms and compiling new staff welcome packs, creating staff inductions

Planning in meetings, creating meeting agendas and typing up meeting minutes for Management, Department Head, All Staff, Safeguarding and Clinical meetings

Maintaining Premises checks e.g. booking boiler services and PAT testing

Administration tasks for students e.g. creating student timetables

Designing and conducting staff and patient surveys and audits, including liaising with patient groups such as the PPG

Completing reports and audits required by NHS/ICB such as the National Workforce Reporting System extraction

Ensure the surgery website is up to date and maintained

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

Using personal security systems within the workplace according to Practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Reporting potential risks identified

Develop/Review Health & Safety policies and procedures and keep abreast of current legislation

Arrange appropriate insurance cover

Ensure that the Practice has adequate disaster recovery procedures in place

Arrange appropriate maintenance for Practice equipment

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize peoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

Apply Practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate