Deputy Administration Manager

Job summary

The post-holder will support the Administration Manager in leading the day-to-day operations of the Administration Team, ensuring policies, protocols and procedures are up to date, consistently applied and aligned with safe, effective service delivery. A key focus of the role is to proactively review, streamline and continuously improve administrative workflows to maximise efficiency, resilience and quality.

They will oversee workflow, staff rotas and team performance, ensuring workloads are well managed, resources are used effectively and high-quality patient care is supported. Working closely with the Administration Manager and department leads, they will maintain and enhance editing protocols, coding standards and team processes, identifying opportunities for improvement and implementing best practice.

The role includes monitoring and auditing record keeping to ensure patient records are accurate, up to date and compliant with governance requirements. The post-holder will also support delivery of key administrative functions, including QOF, recall systems, data quality, registrations and other essential services, ensuring processes remain safe, efficient and patient focused.

They will deputise for the Administration Manager as required, providing leadership, operational oversight and continuity of service, while actively promoting a culture of continuous improvement across the administrative function.

Main duties of the job

• Support the Administration Manager in leading and supervising the Administration Team, ensuring policies and procedures are current and consistently applied, and deputise as required to maintain continuity of service.
• Review and improve administrative workflows to maximise efficiency, resilience and quality; oversee workload distribution, rotas and resource allocation to maintain service coverage and respond to demand.
• Coordinate and oversee core processes including Total Triage, registrations, recalls, screening, electronic document handling, coding and medical records management, ensuring accuracy and compliance.
• Maintain coding standards, editing protocols and governance requirements; monitor and audit record keeping to ensure high data quality and regulatory compliance.
• Monitor performance against targets and service demand, supporting audits, data monitoring and reporting to highlight risks and drive improvement.
• Support staff development through rota planning, one-to-ones, appraisals, training and management of attendance or conduct issues in line with policy.
• Support delivery of QOF and other key programmes by maintaining registers, managing recall systems and assisting with coding and reporting.
• Promote a culture of continuous improvement, ensuring services remain patient-centred, safe and responsive to changing needs.

About us

Our Administration Team is made up of 19 staff members split into 3 teams: Clinical Letter Administrators, Registrations Administrators and Recalls and Screening Administrators.

We are a very friendly GP practice with over 70 years of history, lead by a stable forward-thinking partnership that is ready to embrace the new look of Primary Care.

We have four sites and over 46,000 patients spread across the city of Derby.

We seek someone who is keen to become part of a growing and supportive team and is looking to work in an ambitious practice.

In return Lister House Surgery will offer you the following benefits:

• Generous holiday entitlement
• NHS Pension Scheme
• Access to a variety of NHS discounts
• Employee EAP wellbeing support
• Employee discounts