Central Admin Manager

Modality Partnership; Birmingham; On-site; GBP 40,000 - 55,000; Full time

Job summary

A leading healthcare organization in Birmingham is seeking a Central Admin Team Manager to lead and manage administrative teams. The role involves ensuring efficient service delivery, implementing innovative solutions, and improving patient care. Candidates should possess strong leadership skills, experience in management, and a commitment to healthcare excellence. Benefits include NHS pension, flexible working, and career development opportunities.

Benefits

NHS Pension Scheme

Annual Leave (minimum 27 days)

Employee Discounts and Benefits

Employee Assistance Programme

Education and Career Pathways

Enhanced Family Friendly Policies

Flexible Working

Wellbeing Support

Qualifications

• Experience managing others and developing plans.
• Proficient in GP Practice Management systems.

Responsibilities

• Provide leadership for administrative teams delivering services.
• Manage day-to-day operations and ensure targets are met.
• Implement policies and procedures for service improvement.

Skills

Effective Communication

Leadership

Innovation

Project Management

Risk Assessment

Education

NVQ4 or above management/leadership qualification

Tools

Microsoft Applications

Job description

Modality Partnership Birmingham Division has a full-time vacancy for a Central Admin Team Manager. The postholder will be a high performing manager, working across Modality Birmingham Division providing leadership for the administrative teams that deliver a centralised service to practices within the Birmingham Division.

We are seeking dedicated postholders to join our team and who can display our CARE values: Commitment, Accountability, Respect and Excellence.

This job is suitable for individuals who are career driven and have a passion for working in an agile manner, implementing solutions, delivering key organisational priorities and who are committed to make real changes to the health care services provided within Primary Care to improve patient care.

As an employee with us you can benefit from:

Enrolment to the NHS pension scheme

Annual leave minimum 27 days, plus 8 days bank holiday pro rata

Employee discounts and benefits scheme

Employee assistance programme (EAP)

Education and career pathways

Enhanced Family friendly policies

Flexible working

Wellbeing support and initiative

If you are interested in learning more, please read on.

Main duties of the job

The role is an all-rounded, hands-on leadership and operational role; the postholder will need to confidently evidence and utilise key skills such as effective communication, ability to prioritise team workloads to ensure key targets are reached, operations management, ability to plan, write and present local reports, and the ability to manage and prioritise the implementation of projects across the Division and the wider organisation. The postholder will work in collaboration with local divisions (including Divisional Boards) and the National Modality Business Support Team to deliver innovative ways of working to meet the strategic aims of the organisation.

The role is not a regular 9am-5pm job and is not a pure admin role; the job requires strong leadership skills, innovation, flexibility and commitment and the postholder will be required to work resourcefully as part of the centralised teams to ensure tasks are completed.

Overview of your organisation

We are one of the largest GP super-partnerships in the UK, serving over 450,000 patients and with a workforce of 1500+. We are unique, we are always looking at ways to improve our delivery of services through the implementation of new and innovative solutions that we can scale across the organisation. Your job is to work directly with key stakeholders to help us to harmonise ways of working and improve working practices to improve patient and staff satisfaction. Most management roles focus on personnel management / project management. This is a role that will equip you with a portfolio of leadership and operational skills to make sustainable changes within Primary Care.

All employees are welcomed to enrol in our employee benefits scheme and NHS pension scheme. We are committed to developing our people through education and career pathways and who align to our organisational values of CARE.

Modality Partnership is an Equal Opportunities Employer and is committed to ensuring equal employment opportunities for all our potential applicants in line with the Equality Act, 2010.

Job Description

• Working as part of the Divisional Management Team under the direct management of the Divisional Service Delivery Manager.
• Providing leadership for the Medical Secretaries, Non clinical ARRS roles, Safeguarding Administrator and Central Administrator delivering a centralised service to Practices within the Division.
• Ensuring the teams meet contractual obligations and achieve or exceed key targets set by the Division.
• To be responsible for the day-to-day management of the Medical Secretaries and Line management responsibilities ensuring sufficient staff and resources are available in a timely manner to deliver the required level and quality of service provision.
• Oversight of inputting Divisional rota planning i.e. GPs, Nurses, PAs, Trainees, Duty Dr, Patient Services/Admin Team, with Practice Managers.
• Ensuring staff are used effectively through the use of efficient rotas, access to appropriate functioning equipment, sound working practices and appropriate use of knowledge and skills.
• Oversight across the Division of GP Links, Practice Administration, Registrations / Deductions, Medical reports / SARs etc.
• Responsible for the Day to Day Health & Safety (Fire Marshall, Infection Control etc)
• Contribute to the setting and development of Key Performance Indicators for the Secretarial Team
• Support the design of policies, procedures, and protocols to ensure consistency and quality of service, adherence to relevant quality and governance frameworks and mitigation of risk to the Partnership, staff, and patients.
• Implementing policies, protocols, and procedures, recommending changes or additions where appropriate and beneficial
• Identifying and recommending service improvement opportunities in the way duties within each function of the Central Team are undertaken.
• Implementing HR procedures effectively and dealing with first line performance, grievance and disciplinary issues taking specialist advice from the HR Partner Lead where appropriate
• To manage the recruitment of staff to the team and ensure they are trained, inducted and that probationary periods and the PDR process are managed.
• To chair team meetings
• To attend and participate in Divisional Management meetings
• Ensuring IT systems are appropriate to support the work of the Centralised Teams (Med Secs etc.), seeking and monitoring the input of specialist support where failure of systems or equipment occurs to ensure minimal disruption to services.
• Ensuring required audit activity is implemented effectively, actions identified and where these actions are the responsibility of the post holder discharged in a timely manner.
• To ensure accurate records of all staff annual leave, sickness and other absences are kept and information provided for payroll purposes.
• Producing performance and other reports as required by the Division.
• Maintaining effective communications with Practices within the Birmingham Division
• Maintaining effective communications with Partners, Managers, and staff throughout the Division
• To act as the first point of contact for patient feedback and complaints, resolving them informally where possible and escalating where necessary specific to the areas of work related to this role
• Identify and formalise development and training needs for staff within the Central Administration Team (particularly mandatory needs) and record appropriately.
• Undertake other agreed project work as directed by the Divisional Service Delivery Manager
• To undertake any other duties commensurate with the scope of the role and within your skill set as requested.
• Supporting the team as and when the need of the service requires
• To adhere to Modality Partnership’s procedure for the completion of all relevant Mandatory Training
• To participate in protected learning time sessions (TIPs)
• To ensure learning from individually attended training sessions is cascaded to all members of the team.

NB: This job description outlines the key duties that are expected of you within the role of Centralised Admin Manager although is not an exhaustive list. It may be amended in line with experience, business requirements and as a result of any future organisational change.

The post holder will also be expected to contribute effectively to wider management activities designed to improve the range and quality of services offered by the Division and work closely with colleagues ensuring effective communication systems are in place.

Please Note: The Modality Partnership reserves the right to close this vacancy at any time during the advertising period.

Pre-employment

Vaccinations

As part of recruitment to the Modality Partnership, we will be checking the vaccination status of all new starters so that we can manage individual and environmental risks. We will offer support to those who may be undecided about vaccinations. Some vaccinations for certain roles are mandatory, and you will be asked to provide evidence of this where there is a mandatory requirement.

Right to work checks

All applicants invited for interview will need to prove their right to work in the UK at the interview stage

We are not able to provide sponsorship for this role

References

References must be secured prior to beginning employment, one must be your current or most recent employer.

Employment history

You must notify us of any employment gaps of 6 weeks or more.

Person Specification: What are the minimum requirements all candidates need to meet?

Qualifications and Experience:

We require high performing team members to join our team with:

Knowledge

• GP Practice Management systems
• NVQ4 or above management/leadership qualification or equivalent management experience

• Proficient in key Microsoft applications
• Experience of providing training to others
• Experience of managing others
• Experience of developing and implementing plans
• Experience of practice development leading to improved services to patients

Skills

• Ability to work effectively with people at all levels of the organisation
• An effective communicator both written and verbally
• Ability to work on solutions to areas of risk
• Ability to plan, write and present local reports
• Adopt strategy with the support of others
• Effectively allocate local resources when identified
• Demonstrate the effective assessment and identification of risk
• Ability to take a clear lead in the centralised function

  Personal Qualities

• Professional approach to work
• Awareness of the importance of innovation in healthcare
• Awareness of resources available in the community and how they may be utilised.
• Willingness to participate in assessment and development of own leadership skills and development of own leadership skills