At a Glance
- Tasks: Lead and coordinate the Clinical Coding and Secretarial teams for efficient operations.
- Company: Join a values-driven GP practice focused on patient safety and staff wellbeing.
- Benefits: Full-time role with a supportive work culture and opportunities for professional growth.
- Other info: Work across multiple sites and enjoy a dynamic, collaborative environment.
- Why this job: Make a real difference in healthcare by ensuring smooth administrative workflows.
- Qualifications: Strong organisational skills and experience in team management required.
The predicted salary is between 30000 - 40000 £ per year.
Monday to Friday - Full Time - 7.5 hours per day. The Administration Manager is responsible for the day-to-day operational oversight and coordination of the Clinical Coding and Secretarial teams. The postholder ensures that all administrative workflows including inbound clinical correspondence, coding, summarising, secretarial outputs, private work, and Subject Access Requests (SARs) are delivered safely, efficiently, and in line with practice policies and regulatory requirements. They will monitor capacity, allocate tasks, maintain rotas, and elevate risks appropriately. While not authorised to implement major process changes independently, the postholder is expected to identify issues, recommend improvements, and support the Operations Lead in maintaining safe, high quality administrative services. The role includes deputising for the Operations Lead in administrative matters and working closely with clinicians and senior staff to support patient safety and operational continuity.
Main duties of the job
- The postholder will lead the Clinical Coding and Secretarial teams, coordinating daily workflows, monitoring turnaround times, and ensuring compliance with information governance, GDPR, and CQC requirements.
- They will oversee inbound clinical correspondence, maintain rotas and leave coordination, manage private work processes, and act as the operational coordinator for SARs.
- The role requires strong organisational skills, sound judgement, and the ability to manage competing priorities while maintaining a calm, professional approach.
- The role holder is expected to work across all three of our village sites in the week.
About us
Laurel Bank Surgery is a multisite GP practice operating across Malpas, Tattenhall, and Farndon. We have 16,400 patients. We are a values-driven organisation with a strong focus on patient safety, staff wellbeing, and high quality clinical and administrative services. Our administrative teams play a critical role in supporting clinicians, ensuring accurate records, and maintaining safe operational workflows.
Job responsibilities
- Team Leadership and Day to Day Management
- Provide clear, supportive leadership to Clinical Coding and Secretarial teams.
- Coordinate workloads, ensuring staff understand priorities and expectations.
- Conduct regular 1:1s, support appraisals, and contribute to staff development.
- Provide informal performance and conduct guidance, escalating formal HR matters to the Operations Lead and HR Advisor.
- Foster a professional, collaborative, and accountable working culture.
- Workforce Planning, Rotas, and Leave Coordination
- Maintain rotas ensuring adequate cover for all administrative functions.
- Coordinate annual leave, sickness cover, and overtime arrangements.
- Monitor staffing capacity and resilience, escalating risks to the Operations Lead.
- Ensure fair and consistent allocation of duties.
- Inbound Clinical Correspondence and Workflow Oversight
- Hold operational oversight for all inbound clinical correspondence, including electronic, scanned, Docman, EMIS Workflow Manager, and generic email accounts.
- Ensure protocols for opening, scanning, coding, filing, and workflow are followed.
- Monitor queues and turnaround times, identifying delays or backlogs.
- Empower administrative teams to chase clinicians where actions are incomplete.
- Escalate unresolved or high-risk issues to the Operations Lead.
- Workload Allocation and Operational Oversight
- Allocate daily and weekly workloads across teams based on capacity and priorities.
- Oversee operational flow for coding, summarising, referrals, dictation, and correspondence.
- Identify bottlenecks or inefficiencies and recommend improvements.
- Quality, Compliance, Policies and Protocols
- Monitor coding accuracy and data quality.
- Oversee quality and consistency of secretarial outputs.
- Support compliance with CQC, information governance, confidentiality, and GDPR.
- Develop, review, and update administrative policies, protocols, and SOPs for approval.
- Support audits, data quality reviews, and governance processes.
- Private Work and Non-NHS Income
- Act as operational lead for private work processes.
- Ensure requests are logged, tracked, allocated, completed, invoiced, and followed up.
- Chase outstanding fees in line with practice policy.
- Monitor turnaround times and elevate capacity concerns.
- Ensure compliance with data protection and Caldicott principles.
- Subject Access Requests (SARs) and Information Governance
- Coordinate SARs, ensuring statutory timescales are met.
- Participate in collation, redaction, and application of exemptions.
- Escalate complex or sensitive cases to the Operations Lead, Usual GP, or Caldicott Lead.
- Maintain audit trails and support staff awareness of SAR procedures.
- Communication, Escalation, and Deputising
- Act as liaison between administrative teams, clinicians, and the Operations Lead.
- Escalate risks, delays, or capacity issues promptly.
- Deputise for the Operations Lead in administrative matters.
- Attend management meetings and contribute to operational planning.
- Operational Cover and Flexibility
- Provide operational cover when required to maintain service continuity.
- Support coding, secretarial activity, and SAR processing during absence or high demand.
- General Responsibilities
- Maintain confidentiality at all times.
- Follow all information governance, data protection, and cyber security requirements.
- Attend relevant training and meetings.
- Travel between Malpas, Tattenhall, and Farndon as required.
Person Specification
Qualifications: For full details of the person specification for this role, please see the attached Job Description and Person Specification.
Experience: For full details of the person specification for this role, please see the attached Job Description and Person Specification.
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.
Administration Manager in Chester employer: Job Search Place Limited
Laurel Bank Surgery is an exceptional employer, offering a supportive and collaborative work environment across our three village sites in Malpas, Tattenhall, and Farndon. We prioritise staff wellbeing and professional development, providing opportunities for growth within our values-driven organisation that is committed to delivering high-quality clinical and administrative services. Join us to be part of a team that plays a vital role in ensuring patient safety and operational excellence while enjoying a fulfilling career in healthcare administration.
StudySmarter Expert Advice🤫
We think this is how you could land Administration Manager in Chester
✨Tip Number 1
Network like a pro! Reach out to your connections in the healthcare sector, especially those who work in administration. A friendly chat can lead to insider info about job openings or even a referral.
✨Tip Number 2
Prepare for interviews by researching the practice and its values. Knowing about Laurel Bank Surgery's focus on patient safety and staff wellbeing will help you align your answers with their mission.
✨Tip Number 3
Showcase your leadership skills during interviews. Talk about how you've successfully managed teams and improved workflows in previous roles. This is key for the Administration Manager position!
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you're genuinely interested in joining our team at Laurel Bank Surgery.
We think you need these skills to ace Administration Manager in Chester
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your experience in administration and team leadership. We want to see how your skills align with the responsibilities of the Administration Manager role.
Showcase Your Organisational Skills:Since this role requires strong organisational abilities, give examples of how you've successfully managed workloads or coordinated teams in the past. We love seeing real-life scenarios that demonstrate your capabilities!
Be Clear and Concise:When writing your application, keep it straightforward and to the point. We appreciate clarity, so avoid jargon and make sure your key points stand out. This will help us quickly see why you’re a great fit!
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super easy!
How to prepare for a job interview at Job Search Place Limited
✨Know Your Stuff
Make sure you understand the key responsibilities of the Administration Manager role. Familiarise yourself with clinical coding, secretarial workflows, and compliance requirements like GDPR and CQC. This will help you answer questions confidently and show that you're serious about the position.
✨Showcase Your Leadership Skills
Since this role involves leading teams, be prepared to discuss your leadership style and experiences. Think of examples where you've successfully managed a team, resolved conflicts, or improved processes. Highlight how you foster a collaborative and accountable culture.
✨Prepare for Scenario Questions
Expect scenario-based questions that assess your problem-solving skills and ability to handle competing priorities. Practice responses to situations like managing workload during peak times or addressing compliance issues. Use the STAR method (Situation, Task, Action, Result) to structure your answers.
✨Ask Insightful Questions
At the end of the interview, have a few thoughtful questions ready. Inquire about the team's current challenges, how success is measured in the role, or what the onboarding process looks like. This shows your genuine interest in the position and helps you gauge if it's the right fit for you.
