Admin Services ManagerNHS

Job summary

An exciting opportunity has arisen for the role of Admin Service Manager at Bretton Park Healthcare.

Located over 2 sites in Peterborough, we provide primary care services to approximately 21,500 patients.

As our Admin Services Manager, we are looking for an individual who will be the driving force behind the smooth running of our administrative operations. Who will lead a team who are often the first point of contact for patients and staff, ensuring that every interaction is handled with empathy, accuracy, and professionalism. Lead, motivate, and develop administrative teams to deliver high-quality, responsive services.

Main duties of the job

The post holder will have specific responsibility for the development of admin Services in the practice. The duties will include.

• Oversee day-to-day operations, including patient records, appointment scheduling, and correspondence.
• Monitor and improve administrative processes to enhance efficiency and patient satisfaction.
• Ensure compliance with NHS policies, data protection regulations, and confidentiality standards.
• Manage , resources, and staffing levels effectively.
• Work closely with the assistant practice managers to support service delivery and improvement projects.

Job description

Job purpose

A member of the BPH management team in the coordination and implementation of all aspects of admin services, ensuring patient/staff satisfaction and patient and staff safety are a priority for the practice.

Primary responsibilities

The following are the core responsibilities of the Admin Services Manager. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. Supervisor of the care co-ordinator, secretarial and support teams, including line management, staffing and work optimisation

b. Point of contact for all safeguarding meetings at the practice, ensuring the agenda minutes are produced, and the follow up actions have taken place, in liaison with the safeguarding leads and admin support.

c. Attend practice meetings which will include PLT, GSF, Leads and produce minutes and agenda.

d. Daily monitoring of the pathology links, workflow, tasks, anima(andi) and EPS

e. Monitor recalls for Long Term Conditions and the operations dashboard

f. Practice point of contact for all surveys ensuring they are analysed and actions plans produced where required

g. Monitor recalls for NHS Health Check, weight management, referrals for pre-diabetes or any other recalls or referrals.

h. Attend and Participate in all management meetings, provide updates when required and take on additional tasks when agreed and allocated at the meeting.

i. Ensuring the allocation of Usual Dr for all new patients following the allocation sheet, and that when new Drs are appointed the patient allocation is adjusted accordingly

j. Produce the non-clinical rota 4 weeks in advance following the practice safe staffing policy and the tasks are allocated as part of the rota ensuring targets are met i.e workflow, prescriptions, summarising, backlogs are monitored and plans implemented accordingly.

k. Produce the clinical rota as necessary, ensuring cover is provided in line with the practice safe staffing policy, booking LOCUMs only after following the practice policy

l. Monitor performance from the team, providing training and support as required and conducting performance reviews and appraisals as required

m. Ensuring all new records are summarised and any backlog or issues reported to the senior management team.

n. Ensure all anima requests and queries are dealt with in a timely manner and escalated to the senior management team if required. Ensuring adequate staffing is in place.

o. Ensuring all emails from patients are actioned.

p. Assist in regards registrars joining and leaving the practice, when required.

q. Assist in regards undergraduate trainees, when required.

r. Joint responsibility for Fire and Security for the buildings including regular checks are undertaken, maintenance visits booked and monitored, and fire evacuation completed annually. Ensure weekly fire alarm testing and regular drills are carried out

s. Practice point of contact for organising and managing meetings and communications with Patient Participation Groups and Care/Residential Homes.

t. Workflow Monitor daily ensuring the numbers are kept to manageable levels, including monitoring/audit (patient safety). This includes recognising where further support is needed to achieve the workflow targets, escalating appropriately and reporting any concerns to the senior management team. This includes regularly updates with the outsourced company.

u. Point of contact for SystmOne scheduled searches and those on an Ad-hoc basis

v. Point of contact for SystmOne queries and forwarding onto Egton/ICB IT if required

w. Monitor all private income and SARs reports are processed and have a regular up date with the outsourced provider. Ensuring the spreadsheet is maintained and monthly reconciliation with the bookkeeper and any queries raised. Run the monthly private income search on SystmOne and forward to the finance team

x. Point of contact for the telephones, escalating issues/queries to the telephone provider

y. Ensuring the Vasectomy service has the administrative staffing cover required, in addition dealing with complaints and queries regarding the service. Ensuring all queries are actioned and sample results are chased when required.

z. Point of contact for all administrative tasks from the senior management team and delegate as appropriate

Secondary responsibilities

In addition to the primary responsibilities, the Admin Services Manager may be requested to:

a. Cover for the APMs when required.

b. Attend and actively participate in practice meetings.

c. Attend any external meetings pertinent to the role of patient services lead.

d. Partake in audits as requested by the management team.

Personal development

The postholder will be expected to:

Manage their own time effectively, and plan and meet personal and practice targets

Manage their own personal development through reflection and feedback from partners and colleagues

Ensure that personal training needs are identified and met

About us

Bretton Park Healthcare are two practices that work together. We are a dynamic, motivated and friendly team with a passion for education and development. We are a registered training practice and are actively involved in research. We have experienced and a highly skilled clinical team including Doctors, Nurse Practitioners, Nurses, HCAs, Pharmacists, Social Prescriber, Care Coordinators and an excellent administration team.