Job responsibilities
Administration and Quality Manager
Reports toDevelopment Director
Accountable toDevelopment Director and Partners LocationCross-site Based across both branches
Contract TypeFull-time
Role Overview
The Administration and Quality Manager plays a pivotal role in the day-to-day operational management and quality assurance of administrative services across both practice sites. Reporting directly to the Development Director, this role includes oversight of administrative staff, coordination of reception services, complaints management, and maintaining compliance with internal policies and external regulatory standards.
The post-holder may be assigned additional duties by the Practice Manager or Development Director in line with operational needs.
Key Responsibilities
1. Leadership & Line Management
- Supervise the Reception and Administrative team, including:
- Managing annual leave and sickness absence
- Conducting back-to-work interviews, monthly one-to-ones, and annual appraisals
- Identifying and addressing performance issues or areas of concern
- Organise and chair monthly Administrative Team meetings, including setting the agenda and distribution of minutes
- Deputise for the Practice Manager as required
2. Operational Oversight
- Ensure the efficient delivery of all core administrative and reception functions, including:
- Telephone handling and reception desk coverage (efficient, patient focussed service)
- Docman, Accurx, EMIS, ERS
- Website forms and generic email management
- Private patient administration and death certification processes
- All other patient administration processes and procedures
- Monitor workloads to ensure tasks are completed within agreed timeframes
- Ensure team members are adequately trained to perform their roles effectively
- Monitor quality of services
- Review efficiency and effectiveness of administrative processes
- Support change management to ensure practice processes remain optimal
3. Rota Management
- Prepare and maintain the Reception/Administration rota
- Ensure adequate staffing levels and arrange cover for any absences
4. Recruitment and Induction
- Lead recruitment for the Reception/Administrative team in line with practice policy
- Oversee and document induction and training for new team members
- Ensure all team members receive role-specific training to the required standard
- Conduct probationary reviews in line with practice policy
10. Training & Development
- Ensure all Reception/Administrative staff are compliant with mandatory training
- Maintain and regularly update the Training Matrix
- Work with the Practice Manager and Development Director to identify skills gaps and coordinate additional training to ensure team resilience and capability
5. HR Administration
- Maintain accurate staff records including; sickness, annual leave, overtime and other absence
8. Premises & Facilities Support
- Assist the management team in ensuring both sites are clean, safe, and fully operational
- Conduct or coordinate routine checks and testing, including:
- Legionella flushing and temperature checks
- Fire alarm, emergency call bell, and emergency lighting tests
11. Risk Assessments & Compliance
- Support the Practice Manager with annual and ad hoc risk assessments, including:
- Legionella, Infection Control, Health & Safety, Fire Safety, and COSHH.
- Ensure completion of required follow-up actions from assessments and audits.
9. Governance
- Represent the Administrative Team at the Patient Safety and Clinical Governance (PSCG) meetings:
- Present complaints data and summaries
- Present incident data and summaries
- Contribute to discussions around governance and service improvement
- Feedback from the meeting to the Administrative Team
- Maintain and co-ordinate all of the required Governance Framework data
- Co-ordinate the completion of incident reports and Significant Event Analysis (SEAs)
- Maintain the incident database
- Maintain the risk register
10. Complaints
- Act as the first point of contact for patient complaints and concerns
- Aim to resolve issues informally; escalate where appropriate
- Manage the complaints process:
- Maintain and update the complaints database
- Issue acknowledgment letters within three working days
- Distribute complaints internally for review and track progress to ensure responses are completed within 20 working days
When required, report on complaints through the Practice internal Governance processes
Investigate and respond to complaints relating to Administration issues, including written responses
6. Patient Feedback
- Assist in co-ordinating and collating all Practice patient feedback e.g. Practice survey, Friends and Family Test responses
- Assist in receiving and reviewing all patient feedback
- Assist in sharing and distributing patient feedback to the practice team
Additional Notes
Duties may evolve depending on the needs of the practice. Flexibility, a proactive attitude, and the ability to respond to changing priorities are essential.
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.
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 recognises 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 recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post-holder will:
- 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
Notes
This is not intended to be an exhaustive list of responsibilities but more an outline framework. Any changes will be the subject of consultation with the post holder.
