Admin Services Manager

Allscreens Nationwide Ltd; Peterborough; On-site; GBP 36,000 - 46,000; Full time

Job summary

Cambridgeshire and Peterborough NHS Foundation Trust is hiring a Patient Services Lead to coordinate admin services, supervise care co-ordinators and support staff, and ensure patient and staff safety. The role includes safeguarding liaison, minutes, rota planning, and ensuring efficient workflow across the practice.

You will liaise with senior management, manage records and inquiries, and support clinical and non-clinical teams to improve service delivery and patient satisfaction.

Qualifications

• Experience managing admin services in primary care or NHS settings.
• Ability to plan and monitor staffing and workload targets.
• Commitment to safeguarding, patient safety and staff development.

Responsibilities

• Supervise care co-ordinator, secretarial and support teams.
• Lead safeguarding meetings, produce minutes and track actions.
• Attend and minuting practice meetings; manage rota and staffing.
• Monitor workflow, recalls, and performance; escalations to senior management.
• Ensure new patient allocations align with GP practice rostering.
• Oversee fire and security checks and drills.
• Coordinate communications with Patient Participation Groups and care homes.
• Manage emails from patients and liaise with external IT and finance teams.

Skills

Supervision

Line management

Safeguarding

Minutes

Scheduling

Rota planning

Staff training

Patient services

Communication

Team leadership

Tools

SystmOne

Egton IT

Finance software

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

• 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

• 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

Cambridgeshire and Peterborough NHS Foundation Trust