Administration Manager

Rushall Medical Centre; Walsall; On-site; GBP 35,000; Full time

Job summary

A healthcare practice in Walsall seeks an Administration Manager to lead the administration team and ensure high standards of service. The role involves managing daily operations, staff training, and ensuring compliance with procedures. The ideal candidate will have strong IT skills, team management experience, and be well-versed in administrative duties. Salary based on experience, starting at £34,417.56 per year.

Qualifications

• Experience in leading and managing a team or department.
• Experience of working with the general public.
• Experience of administrative duties.

Responsibilities

• Oversee the administration and support operations of the practice.
• Line manage all administration staff and ensure training is updated.
• Support the management team in compilation of practice reports.

Skills

Strong IT Skills

Effective time management

Problem-solving and analytical skills

Good interpersonal skills

Experience in leading and managing a team

Education

GSCE English and Mathematics - Grade C or above

A-level or equivalent with relevant experience

Tools

EMIS Web

Docman

Microsoft Office

Outlook

Job description

The Administration Manager is responsible for the efficient management and direction of the Administration Team and all of its associated functions. They will ensure that all administration duties are performed effectively and to a high standard. They will meet the objectives of the practice in accordance with agreed procedures, protocols and timescales.

The hours are 37.5/week and are done over 4 days: Monday 8.00-18.00, Tuesday 8.00-18.00, Thursday 9.00-18.15, and Friday 9.00-18.15.

Main duties of the job

• Lead by example, being courteous, approachable, and supporting the wider team to help ensure the smooth and efficient running of the practice and the services offered.
• Be proactive, have excellent organisational skills, and be able to prioritise their own and others' workloads to meet deadlines effectively.
• Have excellent communication skills and teamwork is crucial in a multidisciplinary environment helping ensure quality and consistency.
• Line manage all of the administration team, supporting their development, providing guidance and direction, and ensuring all mandatory training is up to date.
• Support the Practice Manager to oversee the team and be the most senior point of contact, including day-to-day queries, organising the administration team rota, and work plans of the team.

About us

The practice is situated in a large modern purpose-built building in Rushall, about 3 miles outside of Walsall Town Centre. Our priority is to provide the highest standard of clinical care to the patients registered at the practice.

Job responsibilities

• Oversee the administration and support operations of the practice, ensuring staff achieve their primary responsibilities.
• Line manage all administration staff, supporting staff development, providing guidance and direction, and ensuring staff are up to date with their mandatory training.
• Ensure all daily reception duties are completed and help oversee the smooth running of the practice.
• Complete administration staff appraisals with the Practice Manager.
• Identify and deliver staff training where required.
• Compile reception staff rotas.
• Assist with the review and updating of all administration and reception policies and procedures as required.
• Support the management team in the compilation of practice reports and the practice development plan.
• Develop, implement, and embed efficient office processes and procedures to adhere to extant legislation.
• Coordinate the administration staff rota, ensuring sufficient cover is provided during periods of leave and other staff absences.
• Provide induction training for new administration staff with ongoing reviews and monitoring of the role, dealing appropriately with any underperformance, retraining, and reassessment.
• Update the appointment system with clinical sessions, ensuring these reflect leave and other approved absences, proactively identifying any cover required for all the clinical team.
• Provide initial guidance and advice to patients who wish to verbally complain.
• Work closely with the practice management team.
• Act as a Fire Marshall, ensuring evacuation lists are current and the visitors sign-in log is used appropriately.
• Partake in audit as directed by the practice management team.
• Coordinate and produce meeting agendas and record the minutes of administration team meetings.
• Monitor and promote the use of the Friends and Family Test.
• Champion continuous improvement, encouraging staff to participate and make suggestions for quality improvement.
• Assist with the QOF targets.

Person Specification

Experience

• Experience in leading and managing a team or department.
• Experience of working with the general public.
• Experience of administrative duties.
• Managing any team within general practice.
• Working with EMIS Web and Docman.

Qualifications

• GSCE English and Mathematics - Grade C or above and at least 3 others.
• Educated to A-level/equivalent or higher with relevant experience.

Personal Qualities

• Strong IT Skills.
• Competent in the use of Microsoft Office and Outlook.
• Effective time management.
• Ability to work as a team member and autonomously.
• Good interpersonal skills.
• Problem-solving and analytical skills.
• Ability to follow policy and procedure.
• Polite and confident.
• Flexible and cooperative.
• Motivated.
• Forward thinker.
• High levels of integrity and loyalty.
• Sympathetic and empathic in distressing situations.
• Ability to work under pressure.
• EMIS, Docman and other general practice software.

Depending on experience, the salary is £34,417.56 (£17.65 per hour).

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.