Management Office Administrator

Cutlers Hill Surgery; Halesworth; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare practice in Halesworth is seeking a Management Office Administrator to support daily operations and HR functions. Responsibilities include maintaining HR records, organizing meetings, and managing administrative tasks. The ideal candidate should be proactive, organized, with a background in healthcare administration. This is a fixed term role with potential for a permanent position, offering 30-37 hours a week. Training opportunities within a collaborative management team are available.

Benefits

Training opportunities

Supportive work environment

Qualifications

• Proven track record in office management within a healthcare setting.
• Strong organizational skills and ability to handle multiple tasks.
• Experience in safeguarding administration and confidentiality.

Responsibilities

• Support the Practice Manager and Deputy with administrative tasks.
• Maintain accurate HR records and personnel files.
• Organize and support meetings, creating agendas and minutes.

Skills

Reliable

Proactive

Self-motivated

Problem-solving

Confidential handling

Education

Experience in administration or office management

Familiarity with HR processes

Experience in healthcare setting

Job description

We arelooking for a self-motivated, disciplined and highly organised individual tojoin our management team. The role will involve supporting the Practice Managerand her Deputy in the day-to-day running of the surgery and management relatedadministration, as well as supporting the partners with administrative work asrequired. The role will provide the right candidate with ample trainingopportunities and experience within a management team. This role is subject tohighly confidential information, so an awareness and strict adherence to dataprotection and confidentiality policy is vital. You will also be expected tosign a non disclosure document.

The DeputyPractice Manager is currently on maternity leave and due to return in September2026. We are therefore advertising for 30 - 37 hours per week on a Fixed termcontract until end of August. Following this, there will be a review of hoursand requirements that could lead to a permanent position becoming available.

Main duties of the job

The Management Office Administrator plays a key role in the smooth running of the practices administrative and HR functions. Responsibilities include maintaining accurate HR records, filing staff personnel files, keeping job descriptions and employment policies up to date, reviewing surgery policies, supporting recruitment administration, preparing welcome packs, managing staff inductions, and booking staff onto relevant training courses.

The role involves organizing and supporting meetings, including creating agendas and typing minutes for Management, Department Head, All Staff, Safeguarding, and Clinical meetings. Safeguarding administration is also central, including coordinating meetings, taking minutes, liaising with clinicians, school nurses, and external organizations, and maintaining safeguarding records.

Additional duties include arranging premises checks such as boiler services and PAT testing, conducting staff and patient surveys and audits, completing NHS/ICB reports, and providing QOF and CQC administrative support. The administrator also ensures the surgery website is current and undertakes other tasks as required by the Practice Manager, Deputy Practice Manager, or Partners.

About us

Cutlers Hill Surgery is seeking a proactive, organized, and forward-thinking Management Office Administrator to join our highly skilled and friendly administrative team. This is a fantastic opportunity to work within an established, progressive practice committed to innovation, collaborative working, and delivering excellent patient service.

You will play a key role in supporting the day-to-day administrative operations of the practice, ensuring smooth, efficient, and effective office management. You will be responsible for coordinating schedules, managing patient communications, and supporting staff with administrative tasks, ensuring timely and accurate service delivery. Senior administrative support and guidance will always be available.

You will join a well-coordinated team including other administrative staff, Care Coordinators, receptionists, clinical staff, and management personnel, working collaboratively to maintain the high standards of our practice.

Job responsibilities

JobSummary

Toact as an administrator to the Practice Manager and the Deputy Practice Manageras required, performing administrative duties, and supporting the managementteam, including the partners, in the day to day running of the practice. Specific tasks are outlined below, this isnot an exhaustive list. The rolerequires a self-motivated, disciplined and highly organised individual. Notethat this role is subject to highly confidential information, so an awarenessand strict adherence to data protection and confidentiality policy is vital.

Key Duties

HR document filing forstaff personnel files

Reviewing and updatingsurgery policies and procedures stored on the company HR system called TeamNet

Maintain up-to-date HRdocumentation (including job descriptions, employment contracts and employmentpolicies)

Booking staff onrelevant training courses, and ensure staff are remaining up to date withmandatory training

Assisting withrecruitment administration e.g. filing DBS forms and compiling new staffwelcome packs, creating staff inductions

Planning in meetings, creatingmeeting agendas and typing up meeting minutes for Management, Department Head,All Staff, Safeguarding and Clinical meetings

Maintaining Premiseschecks e.g. booking boiler services and PAT testing

Administration tasksfor students e.g. creating student timetables

Designing and conductingstaff and patient surveys and audits, including liaising with patient groupssuch as the PPG

Completing reports andaudits required by NHS/ICB such as the National Workforce Reporting Systemextraction

Ensure the surgerywebsite is up to date and maintained

Confidentiality:

In the course of seeking treatment, patientsentrust us with, or allow us to gather, sensitive information in relationto their health and other matters.They do so in confidence and have the right to expect that staffwill respect their privacy and act appropriately. In the performance of the duties outlined inthis Job Description, the post-holder may have access to confidentialinformation relating to patients and their carers, Practice staff andother healthcare workers. They mayalso have access to information relating to the Practice as a businessorganisation. All such information from any source is to be regardedas strictly confidential. Information relating to patients, carers,colleagues, other healthcare workers or the business of the Practice mayonly be divulged to authorised persons in accordance with the Practicepolicies and procedures relating to confidentiality and the protection ofpersonal and sensitive data

Health & Safety:

The post-holder will assist in promoting andmaintaining their own and others health, safety and security as defined in thePractice Health & Safety Policy, to include:

Using personal security systems within theworkplace according to Practice guidelines

Identifying the risks involved in workactivities and undertaking such activities in a way that manages thoserisks

Making effective use of training to updateknowledge and skills

Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way and free fromhazards

Develop/Review Health & Safety policiesand procedures and keep abreast of current legislation

Arrange appropriate insurance cover

Ensure that the Practice has adequatedisaster recovery procedures in place

Arrange appropriate maintenance for Practiceequipment

Equality and Diversity:

The post-holder will support the equality, diversity and rights ofpatients, carers and colleagues, to include:

Acting in a way that recognizes theimportance of peoples rights, interpreting them in a way that isconsistent with Practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs andbeliefs of patients, carers and colleagues

Behaving in a manner which is welcoming toand of the individual, is non-judgmental and respects their circumstances,feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implementedby the Practice as part of this employment, such training to include:

Participation in an annual individualperformance review, including taking responsibility for maintaining arecord of own personal and/or professional development

Taking responsibility for own development,learning and performance and demonstrating skills and activities to otherswho are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Practice,and will:

Alert other team members to issues ofquality and risk

Assess own performance and takeaccountability for own actions, either directly or under supervision

Contribute to the effectiveness of the teamby reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in otheragencies to meet patients needs

Effectively manage own time, workload andresources

Communication:

The post-holder shouldrecognize the importance of effective communication within the team and willstrive to:

Communicate effectively with other teammembers

Communicate effectively with patients andcarers

Recognize peoples needs for alternativemethods of communication and respond accordingly

Contribution to the Implementation of Services:

Apply Practice policies, standards andguidance

Discuss with other members of the team howthe policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Personal Attributes

• Reliable, proactive, and self-motivated.
• Discreet and trustworthy when handling confidential information.
• Flexible and adaptable to changing priorities and practice needs.
• Professional and approachable, with a commitment to supporting patient care indirectly through excellent administrative support.
• Demonstrated initiative in process improvement or office efficiency.
• Strong problem-solving skills and ability to anticipate administrative needs.
• Confident in adapting to new systems and processes.

Qualifications

• Proven experience in administration or office management, ideally within a healthcare or similar environment.
• Familiarity with HR processes, including maintaining personnel records and recruitment administration.
• Experience in organising and supporting meetings, including creating agendas and taking minutes.
• Basic understanding of safeguarding processes and ability to handle sensitive information confidentially.
• Experience in managing multiple tasks and meeting deadlines in a busy environment.
• Previous experience in a general practice or healthcare setting.
• Knowledge of QOF, CQC, or NHS/ICB reporting requirements.
• Experience with safeguarding administration in a healthcare environment.
• Experience designing and conducting staff or patient surveys and audits.
• Familiarity with maintaining websites or managing digital communications.

Disclosure and Barring Service Check

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.