Administration Manager

Job description

Job responsibilities

The Old School Surgery Stoney Stanton, Leicestershire

Job Summary

The Old School Surgery is seeking to recruit an Admin Manager to oversee the administrative communication processes that support the operation of the practice.

This new role will provide leadership across the administrative teams within the practice, including Patient Co-ordinators, administrative staff and secretarial functions.

The Admin Manager will focus on ensuring that the flow of administrative work and communication across the practice operates effectively. This includes overseeing how patient communication, clinical requests and administrative processes are coordinated between teams.

Working alongside other departmental leads, the role will help align administrative systems with the practices ambition of delivering patient-focused care through clear communication and efficient processes.

About The Old School Surgery

The Old School Surgery is a partner-led GP practice serving approximately 7,500 patients in Stoney Stanton, Leicestershire.

Our multidisciplinary team includes:

• GP Partners
• Salaried GPs
• Practice Nurses
• Healthcare Assistants
• Patient Co-ordinators
• Administrative staff
• Secretarial team
• Dispensary team

The practice is strengthening its operational structure to ensure teams work collaboratively and services are organised around the needs of patients.

Administrative teams play a key role in supporting communication across the practice and ensuring that requests, information and processes are handled efficiently.

Purpose of the Role

The Admin Manager will oversee the administrative systems and communication processes that support the delivery of care within the practice.

The role focuses on ensuring that administrative workflows support effective communication between patients, clinicians and nursing teams while maintaining efficient operational processes.

Working across teams, the Admin Manager will help ensure that administrative work is organised, consistent and aligned with the needs of the practice.

The role supports the development of a coordinated administrative function where teams work together to support patient care and communication.

Key Outcomes of the Role

Success in this role will include:

• Clear and organised administrative workflows across the practice.
• Effective communication between patients and clinical teams
• Strong collaboration between administrative teams
• Administrative processes that support clinicians and nurses
• Reduced duplication and improved workflow across teams
• A consistent and patient-focused administrative service

Administrative Communication Flow

The Admin Manager will oversee the administrative processes that manage the flow of communication and requests across the practice.

This includes oversight of how information and requests are received, processed and communicated between patients, clinicians, nurses and administrative teams.

The role will support systems that ensure communication flows efficiently across the practice and that patient enquiries and requests are handled in a timely and organised way.

Leadership of Administrative Teams

The Admin Manager will oversee the work of the practices administrative teams, including:

• Patient Co-ordinators
• Administrative staff
• Secretarial functions

The role supports these teams by ensuring administrative processes are organised, consistent and aligned across the practice.

The Admin Manager will help ensure teams work collaboratively and that administrative responsibilities are coordinated effectively.

Administrative Process Development

A key responsibility of the role is reviewing and improving the flow of administrative work across the practice.

This includes identifying opportunities to streamline workflows, reduce duplication and ensure processes support efficient communication and patient care.

The role supports the practices ambition of do it once, do it right, helping ensure that administrative tasks and communication processes are handled efficiently and consistently.

Proactive Patient Communication

Administrative teams play an important role in supporting proactive communication with patients.

The Admin Manager will help develop systems that support clear and timely communication with patients, ensuring that administrative processes support staff, clinicians and nurses in delivering patient care.

This includes helping ensure information, follow-up communication and requests are managed efficiently and directed appropriately.

Cross-Team Collaboration

The Admin Manager will work closely with colleagues across the practice to support coordinated working between departments.

This includes collaboration with:

• Operations Manager
• Nursing Manager
• Reception Lead
• Finance Manager

Through collaboration with these colleagues, the Admin Manager will help ensure administrative processes support both clinical services and the wider operational needs of the practice.

Systems and Digital Tools

The practice uses a number of digital systems to support communication and administrative processes, including:

• SystmOne
• Accurx
• Rapid Health

The Admin Manager will support the effective use of these systems and help ensure administrative teams use them consistently and efficiently. Other systems may also be required in the future.

Team Development and Support

The Admin Manager will support staff development across administrative teams.

This includes helping ensure staff feel supported in their roles, encouraging collaboration across teams and helping maintain a positive and professional working environment.

Person Specification

Essential

• Experience managing or supervising administrative teams
• Strong organisational and leadership skills
• Excellent communication and interpersonal skills
• Ability to manage complex workflows in a busy environment
• Strong problem-solving skills
• Ability to work collaboratively with colleagues across departments
• Strong ability to adapt to new systems and implement their success

Desirable

• Experience working in general practice or healthcare administration
• Experience managing administrative workflows
• Experience using SystmOne
• Experience supporting operational improvement or service redesign

Additional Information

This post is subject to an enhanced Disclosure and Barring Service (DBS) check.

Employer

The Old School Surgery

Stoney Stanton

Leicestershire

LE94LJ

Person Specification

Qualifications

Essential

• As per the Job Description

Desirable

• As per the Job Description

Experience

Essential

• As per the Job Description

Desirable

• As per the Job Description

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

The Old School Surgery

Address

Hinckley Road

Stoney Stanton

Leicester

Leicestershire

LE9 4LJ

Employer's website

https://www.theoldschoolsurgery.com (Opens in a new tab)