Administration ManagerNHS

Job summary

This is an exciting opportunity to join our friendly team at Catherine House Surgery, as our new Administration Manager. The Administration Manager is an integral role within the Practice in leading and managing our excellent Patient Services Team of Administrators.

Main duties of the job

The Administration Manager will be responsible for the day-to-day leading and management of the Patient Services team of Administrators; including Receptionist duties.

As Administration Manager, you will work within the Administration Team, ensuring that all duties are performed efficiently and effectively, continuing to provide a high level of service and continuous improvement to support our Patients and clinical team whilst working collaboratively with the wider team.

The Administration Manager will support the Practice Manager in additional organisational and administrative duties as required.

Job description

This is a part time role of 28 hours per week over four days- Tuesday to Friday - to support our current Administrator Team rota.

The Administration Manager is responsible for:

• Being line manager for the Patient Services Team, who combine working as Receptionists and Administrators
• Overseeing the service provided to our patients, ensuring the Patient Services Team achieve their primary responsibilities in an efficient professional, friendly manner, whilst being an active team member involved with admin/reception duties on a day to day basis
• Supporting staff with team development, providing guidance, direction and encouragement
• Ensuring all relevant protocols, policies and SOPs are regularly reviewed and accurate and that all team members are up to date with the mandatory training
• Identifying and delivering team training where required
• Organising and managing regular team meetings
• Acting as a focal point for communication, advising the Patient Services Team on methods of communication and best practice, keeping them up to date with any changes to processes
• Completing staff appraisals, 1-2-1 reviews and absence management meetings, as required for the Administration Team. Involvement with the recruitment and onboarding processes for new staff members
• Compiling and managing the rotas for the Patient Services Team, ensuring sufficient cover is in place for periods of leave, sickness and/or other staff absences, to ensure business continuity, and that all absence and holiday is reflected and authorised on Practice Index
• Assisting the Practice Manager with clinical rotas as and when required
• Supporting the Practice Manager in the compilation of practice reports and practice development/projects as and when requested
• Providing initial guidance and advice to patients who may wish to complain
• Overseeing management of all deliveries to the practice, ensuring training and adherence to the cold chain policy is followed as required
• Acting as building fire marshall; ensuring evacuation lists are current and that the visitors' log is used appropriately
• Responsible for Reception petty cash and over the counter payments

General Responsibilities other:

• Ensure all Practice records, (paper and IT) are accurate and updated in a timely manner
• Ensure all statutory regulations (e.g. Health ad Safety, COSHH, et) are implemented and adhered to at all times
• General housekeeping (e.g. keeping reception and waiting areas tidy)
• Attend and participate in staff and Practice meetings and in-house clinical training sessions
• Maintaining and ordering of office stationary and equipment
• Any other reasonable duties as necessary

About us

Catherine House Surgery is situated in the town of Totnes. We care for over 5,000 patients from Totnes and the surrounding area.

We are part of the South Dartmoor and Totnes PCN.

We have five GPs, one Registrar, and usually two foundation year-2 Doctors, two Practice Nurses, a Paramedic and one HCA. We are a teaching practice accommodating year-5 Medical Students and Physician Associate students.

We aim to provide friendly, personalised, effective and high-quality General Practice Services, committed to the health needs of our patients.