Management Administrator
| Company: | NHS Jobs |
|---|---|
| Salary: | Negotiable |
| Hours: | Full-time |
| Location: | Croydon, CR0 6SD |
| Job type: | Permanent |
| Posting date: | 25 Aug 2026 |
| Closing date: | 7 Sept 2026 |
Summary
JOB DESCRIPTION Job title Management Admin Reports to Practice Manager Supports Practice Manager, Deputy Manager and wider management team Location East Croydon Medical Centre Salary band TBD Job purpose To provide accurate, confidential and proactive administrative support to the practice management team, helping to maintain effective HR, finance, governance, compliance, meeting and IT processes. The postholder will act as a central coordination point, maintain reliable records and trackers, identify gaps, and escalate outstanding actions to the appropriate manager. Key responsibilities 1. HR administration Maintain accurate and confidential electronic personnel files, ensuring required HR and employment compliance documents are appropriately filed. Maintain the HR master spreadsheet and associated trackers, keeping records current, complete and audit-ready. Identify missing, expired or incomplete documentation, notify the Deputy Manager promptly and support staff and managers to gather and file the required information. Monitor mandatory and role-specific training compliance for all staff; obtain certificates and upload them to individual HR folders and TeamNet. Escalate overdue or incomplete training and other HR compliance gaps to the Deputy Manager and maintain a clear record of actions taken. Support the Deputy Manager with recruitment administration, including vacancy documentation, interview arrangements, references, right-to-work and identity checks, DBS and other pre-employment checks as applicable. Support new starter onboarding and induction administration, including issue and return of relevant forms, account or access requests, and completion of onboarding checklists. Complete and record annual professional registration checks for clinical staff and escalate any concerns, restrictions or lapses immediately. Complete and record annual professional indemnity checks for relevant clinical staff, monitor renewal dates and escalate gaps before expiry. Support the Deputy Manager with appraisal, probation, leave, sickness and other HR administration and reporting as required, within the boundaries of the role. 2. Finance administration Support the Practice Manager with invoice processing, bookkeeping and routine finance queries. Maintain orderly finance records and supporting documentation, ensuring invoices and queries are logged, filed and directed for authorisation appropriately. Help track outstanding invoices, supplier queries and agreed actions, escalating delays or discrepancies to the Practice Manager. Assist with preparation and collation of information for payroll, claims, reconciliations, reports or accountant queries, as directed by the Practice Manager. Support the Practice Manager with any other finance-related administration, while observing delegated authority and financial controls. 3. Management, meetings and secretarial support Manage and maintain the practice calendar, including key meetings, deadlines, reviews, renewals, inspections and governance dates. Organise management and other practice meetings, book rooms or virtual links, invite attendees and circulate agendas and supporting papers in good time. Take accurate, concise minutes; clearly record decisions, actions, owners and deadlines; and circulate approved minutes as required. Upload agendas, approved minutes and supporting documents to TeamNet in the correct location and in line with agreed naming and version-control arrangements. Maintain the management meeting action log, monitor deadlines, chase updates and escalate overdue actions to the relevant manager. Draft routine correspondence, reports, presentations, spreadsheets and other management documents as requested. Provide diary, email, document and general secretarial support to the management team, including handling confidential correspondence appropriately. 4. IT and digital administration Support the Operations Manager with routine website management, including updating approved content and checking that information remains accurate and current. Assist with administrative coordination of staff system access, starters, movers and leavers, maintaining records of requests and completion. Maintain shared management folders, templates and document libraries using clear naming, filing and access-control conventions. Report website, access or system issues to the appropriate manager or IT support provider and track them through to resolution. 5. Compliance and governance administration Ensure TeamNet is kept accurate, organised and up to date, including policies, protocols, meeting records, staff evidence and compliance documentation within the postholder's remit. Maintain policy, review, renewal and compliance trackers; prompt responsible leads ahead of deadlines and escalate overdue items. Support CQC readiness and other assurance activity by collating, filing and retrieving evidence and keeping assigned records inspection-ready. Support audits, significant event, complaints and governance administration as directed, ensuring sensitive information is shared only with authorised colleagues. Follow practice policies on confidentiality, information governance, data protection, records management and cyber security at all times. 6. General responsibilities Work collaboratively with the management team and wider practice team, communicating professionally with staff, patients and external stakeholders. Prioritise workload effectively, meet deadlines and alert the Practice Manager promptly where capacity, risk or delays may affect delivery. Maintain strict confidentiality and exercise sound judgement when handling personal, employment, clinical, commercial or financial information. Attend relevant training and contribute to continuous improvement of administrative systems and processes. Undertake other reasonable administrative duties consistent with the nature and grade of the role, as requested by the Practice Manager. Person specification Essential Strong administrative experience, with the ability to maintain accurate records, trackers and filing systems. Excellent organisation, attention to detail and ability to manage competing deadlines. Clear written and verbal communication skills, including confident minute taking. Proficiency in Microsoft Word, Excel, Outlook and Teams, with confidence learning new systems. Ability to handle confidential and sensitive information with discretion and integrity. Ability to work independently, identify gaps, follow up actions and escalate concerns appropriately. Desirable Previous experience in a GP practice, NHS, healthcare or similarly regulated environment. Experience of HR administration, recruitment checks, training compliance or finance administration. Experience using TeamNet and primary care systems. Awareness of CQC requirements, information governance and UK GDPR principles. Accountability and scope The postholder is responsible for completing and recording delegated administrative checks and for escalating gaps or concerns. Management decisions, clinical decisions, formal HR advice, financial approval and statutory accountability remain with the relevant manager or professional lead. This job description is not exhaustive and may be reviewed to reflect service needs, following discussion with the postholder.