Administration Manager in Sale

Firsway Health Centre is seeking an experienced and highly organised Administration Manager to lead our busy administrative team. This is a key role responsible for ensuring smooth day-to-day operations, delivering excellent patient service, and supporting clinical staff. Working pattern Monday to Friday 9am-5pm.

The ideal candidate will have strong leadership skills, experience in healthcare or office management, and a proactive, problem-solving approach. You will oversee administrative processes, manage staff, and help drive efficiency across the practice. Join a friendly, patient-focused team and play a vital role in supporting high-quality care within the community.

Main duties of the job:

• As Administration Manager, you will play a key role within the management team, attending meetings, supporting preparation, and taking minutes where required.
• You will lead and manage the administrative team, overseeing recruitment, training, performance, and staff rotas, while remaining accessible for day-to-day support, including IT queries.
• You will manage all administrative workflows, including referrals, emails, medical records, registrations, recalls, screening, and coding, ensuring performance targets are met.
• The role involves driving improvements to processes, enhancing efficiency, and increasing uptake in screening and recall programmes.
• You will coordinate administrative recalls (e.g. safeguarding, proxy access, bloods), support trainee placements in collaboration with internal and external stakeholders, and act as the main contact for trainee queries.
• The role also includes compliance responsibilities such as monitoring patient attendance, supporting complaints handling, maintaining data protection standards, reporting breaches, completing required returns, and updating policies and procedures.
• You will uphold high standards of customer service and contribute to the smooth and effective running of the practice.

About us:

We are a partnership of 5 with a further 11 Salaried GPs, a nursing team of 6, an experienced Medicines Management Team and a practice support team of patient co-ordinators, administrators and a strong management team. We are research active and are also a training practice for undergraduate medical students, foundation year 2 doctors and GP registrars. In addition, we offer placements for other clinicians in training including student nurses and physicians associates. Despite being a large practice, we all know and care about each other and work well as a team. We have a strong patient focus and offer a supportive work environment. We have a 'Good' CQC rating in 2016 and a high QOF achievement.

Job responsibilities:

• Taking an active role as a member of the management team including attendance at each meeting and assisting with meeting preparation and taking notes as required.
• Leading and managing a team of staff including involvement in recruitment, selection, training, performance monitoring, appraisal and disciplinary procedures and producing weekly staffing rotas.
• Being accessible to all staff for day to day queries including IT queries and taking ownership/organisation resolution as required.
• Undertaking and managing the workflow within the administration office including: Scanning, Referrals, Emails, Medical records including private, Subject Access Requests and third party requests, Recall System, All screening and immunisations requests, Administration Tasks, Coding, Summarising, Registration and De-registration process and ensuring the team is working within agreed key performance indicators.
• Proactively implement innovative changes to existing administrative processes to streamline workflows and enhance overall efficiency and productivity.
• Enhance screening processes within the administrative team by identifying process gaps and implementing improvements to increase overall uptake and achieve data performance indicators.
• Lead and coordinate administrative recall searches, including Transgender recall, Safeguarding registers, Proxy Access monitoring, and Blood recall to ensure compliance and management of follow-up actions.
• Provide support and act as the lead manager for the rota, addressing rota queries and making management decisions as required.
• Assist the Rota Co-ordinator for all Trainee placements, future mapping, trainee timetables and rotas to ensure compliance with guidance set by the deanery and Universities.
• Communicate any changes in practice. Work closely alongside the Rota coordinator, Room administrator, GP trainers and external Education organisations to ensure the smooth planning of trainee placements.
• Act as the main key contact for all trainee placements. Resolve any ongoing trainee queries.
• Monitor patient attendance and ensuring operation of practice policy in relation to missed appointments. Monitor patient attendance and proactively review and improve existing policies relating to missed appointments, ensuring appropriate follow-up.
• Assist with patient complaints, investigating and responding appropriately ensuring compliance with the NHS standard.
• To have responsibility for data protection issues across the Practice with the support of the Practices Data Protection Officer including reporting any Data Breaches.
• Assist to maintain and submit the Data Security Protection Toolkit return on behalf of the Practice.
• To produce new policies and procedures related to changes in the Practice and ensuring they are kept up to date at all times.
• Operating within, maintaining and improving Firsways high expectations of excellent customer service.
• Any other duties deemed commensurate with the job grade.

Person Specification:

• A-levels or equivalent.
• Degree in Business Management or equivalent.
• Experience with systems: EMIS web/E-referral System (ERS).
• Experience of working with the general public.
• Experience of dealing with complaints from customers/patients.
• Some leadership experience (worked in and managed a team).
• Driving or delivering change within a business.
• HR Experience to include: Disciplinary/ Grievance hearings, Performance Management, Sickness Management, Staff training, Staff Development Planning.
• Strong IT Skills including the ability to write and complete reporting.
• Understanding of how to work effectively in a fast-paced environment.
• Excellent communications skills across all forms of media to include: Telephone, Email.
• Personable and Approachable.
• Uses own initiative, Self-Motivated and able to work with minimal direction.
• Ability to work effectively under pressure.
• Sensitive and empathetic, Hardworking and Reliable.
• Resourceful with the ability to think outside the box.
• Ability to work flexibly including weekends/ evenings when necessary.
• Willingness to undertake assessment and complete further training or qualifications.
• Experience working in a healthcare setting/GP practice.
• Experience of working in Primary Care.
• Health and Safety Management to include: GDPR, Docman, Accurx, Health Tech-1.
• Full UK Driving license and own transport.
• Enhanced DBS check.