Administration Manager


Company:	NHS Jobs
Salary:	£33,306 to £35,415.50 a year
Hours:	Full-time
Location:	Sale, M33 4BR
Job type:	Permanent
Posting date:	6 Oct 2026
Closing date:	23 Oct 2026

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Summary

Duties Admin Team Manager Taking an active role as a member of the management team including attendance at each meeting and assisting with meeting preparation and taking notes as required Attending all meetings as required including the Management Meeting and Clinical Meeting and taking notes of meetings as required Leading and managing a team of staff including involvement in recruitment, selection, training, performance monitoring, appraisal and disciplinary procedures and producing weekly staffing rotas Being accessible to all staff for day to day queries including IT queries and taking ownership/organisation resolution as required Undertaking and managing the workflow within the administration office including: Scanning, Referrals, Emails, Medical records including private, Subject Access Requests and third party requests, Recall System, All screening and immunisations requests, Administration Tasks, Coding, Summarising, Registration and De-registration process and ensuring the team is working within agreed key performance indicators. Proactively implement innovative changes to existing administrative processes to streamline workflows and enhance overall efficiency and productivity. Enhance screening processes within the administrative team by identifying process gaps and implementing improvements to increase overall uptake and achieve data performance indicators. Lead and coordinate administrative recall searches, including Transgender recall, Safeguarding registers, Proxy Access monitoring, and Blood recall to ensure compliance and management of follow-up actions. Provide support and act as the lead manager for the rota, addressing rota queries and making management decisions as required. Assist the Rota Co-ordinator for all Trainee placements, future mapping, trainee timetables and rotas to ensure compliance with guidance set by the deanery and Universities. Communicate any changes in practice. Work closely alongside the Rota coordinator, Room administrator, GP trainers and external Educations organisations to ensure the smooth planning of trainee placements. Leadership: Act as the main key contact for all trainee placements. Resolve any ongoing trainee queries. Compliance Monitoring patient attendance and ensuring operation of practice policy in relation to missed appointments. Monitor patient attendance and proactively review and improve existing policies relating to missed appointments, ensuring appropriate follow-up. Assist with patient complaints, investigating and responding appropriately ensuring compliance with the NHS standard Assist submitting the annual Complaints Return for the practice and providing an annual summary for consideration by the Management Team To have responsibility for data protection issues across the Practice with the support of the Practices Data Protection Officer including reporting any Data Breaches. Assist to maintain and submit the Data Security Protection Toolkit return on behalf of the Practice To produce new policies and procedures related to changes in the Practice and ensuring they are kept up to date at all times Operating within, maintaining and improving Firsways high expectations of excellent customer service Lead and support the PPG (Patient Participation Group) for the GP practice, working collaboratively with patients and practice staff to strengthen patient engagement, improve communication, and support service development. Any other duties deemed commensurate with the job grade Key competencies Leadership and Team Management Ability to lead, motivate, and develop the administrative team to ensure high performance and effective service delivery. This includes managing recruitment, training, staff supervision, performance monitoring, rota coordination, and supporting staff with day-to-day operational queries. Operational and Workflow Management Strong capability to organise and oversee administrative workflows to ensure efficient daily operations. This includes managing processes such as referrals, medical records, patient registrations, subject access requests, recalls, coding, and administrative tasks while ensuring agreed performance targets are met. Strategic Process Improvement Ability to identify inefficiencies within administrative systems and implement improvements to streamline processes, enhance productivity, and support organisational performance targets, including improving screening uptake and recall management. Communication and Stakeholder Engagement Excellent verbal and written communication skills to liaise effectively with staff, clinicians, management teams, trainees, external organisations, and patients. This includes communicating operational changes, responding to queries, and supporting collaborative working across departments. Meeting Coordination and Administrative Governance Competence in supporting management structures through meeting preparation, attendance, minute taking, and documentation of key decisions and actions for management and clinical meetings. Compliance and Regulatory Awareness Strong understanding of healthcare governance requirements and the ability to ensure administrative practices comply with organisational policies and regulatory frameworks such as National Health Service standards, UK General Data Protection Regulation, and the Data Security and Protection Toolkit. Data Protection and Information Governance Ability to manage sensitive patient information responsibly, oversee subject access requests, support data protection processes, and ensure compliance with confidentiality and data governance requirements. Patient Service and Complaint Handling Commitment to delivering high standards of patient service by supporting complaints effectively, supporting investigations, monitoring missed appointments, and ensuring policies are implemented to improve patient engagement. Planning and Resource Coordination Ability to coordinate staffing rotas, trainee placements, and administrative resources to ensure operational continuity and compliance with external training organisations and placement requirements. Problem Solving and Decision Making Ability to address operational challenges proactively, respond to staff queries, resolve administrative issues efficiently, and make informed decisions that support service delivery. Attention to Detail and Record Management High level of accuracy in managing documentation, policies, patient records, and administrative data to maintain compliance, data quality, and organisational standards. Organisation and Time Management Strong ability to manage multiple priorities, deadlines, and responsibilities while maintaining high standards of professionalism and efficiency.

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