Administration Manager

Job description

Job responsibilities

Oversee the day-to-day management of the Patient and Clinical Services Administration team across all HLMG sites to include workforce planning, recruitment & performance management.

Provide management support to the Patient Services Manager and Team Leads.

Ensure the HLMG Administration team perform to plan, setting new standards in general practice, by supporting the performance of the practice and working closely with HLMG patient service and clinical teams to deliver an improved experience for our patients.

Manage, develop and improve the administrative elements of our GMS contract including but not limited to clinical workflow optimisation, recall and referral administration as well as the QOF and other enhanced services by supporting the medical and nursing teams.

Review and standardise systems and processes across the group, develop and implement operational manuals and business continuity plans to ensure service can be maintained

Implement systems and processes to ensure compliance with all professional and regulatory bodies, including the CQC, ICO and NHSE.

Act with empathy when resolving concerns and/or complaints raised by patients.

Work closely with stakeholders on the administrative element of relevant contracts, seeing them through from beginning to completion.

Support changing priorities and re-focus the work of self and the Administrative team on new priority areas that may require urgent action.

Strive to ensure the requirements of the Admin Team can be delivered operationally on a daily basis even in unforeseen circumstances and escalate issues in a timely manner to the Patient Services Manager as appropriate.

Be a role model for your teams; leading by example and ensuring you demonstrate the HLMG values in your behaviours.

Take responsibility for developing, supporting and inspiring your team to exceptional levels of individual and team performance.

Liaise with Human Resources on any personnel or staffing issues that arise, whilst drawing from your own knowledge of employment law with support of the Patient Services Manager.

Review and regularly update job descriptions and person specifications ensuring all staff are legally and gainfully employed.

Oversee communications upwards and downwards to ensure all employees are engaged, aware of changes and understand their role in achieving HLMG goals.

Participate and facilitate meetings which require a high level of concentration on a wide range of topics with a variety of audiences and mixture of attendees.

Key Relationships:

HLMG GP Partners

Members of the HLMG Management Team

HLMG Medical and Nursing Teams

HLMG Patient Services Teams

To work flexibly to ensure that tasks are carried out appropriately and efficiently, including a willingness to provide cover for absent colleagues.

To be aware of the HLMG Policies and Procedures.

To be aware and ensure compliance with Health & Safety Regulations in relation to the job function.

To undertake any other tasks commensurate with the post

Person Specification

Qualifications

Essential

• ILM Level 5 in Management (or equivalent qualification)
• Evidence of continuous professional development
• Supervision training

Desirable

• 5 GCSE Grade C or above (or equivalent)
• Administrative Qualification
• ECDL

Experience

Essential

• Minimum of 3 years of experience of managing teams and individuals.
• Significant experience of managing administrative services
• Basic working knowledge of employment law
• Experience of using range of IT systems

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

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.

Employer details

Employer name

Heart of Lincoln Medical Group (HLMG)

Address

City Medical Practice

60 Portland Street

Lincoln

LN5 7LB

Employer's website

https://www.newarkroadsurgery.co.uk/ (Opens in a new tab)