Management Office Administrator

Posting date:	16 December 2025
Salary:	Not specified
Additional salary information:	Negotiable
Hours:	Full time
Closing date:	12 January 2026
Location:	Halesworth, IP19 8SG
Company:	NHS Jobs
Job type:	Contract
Job reference:	A1418-25-0009

Summary

Job Summary To act as an administrator to the Practice Manager and the Deputy Practice Manager as required, performing administrative duties, and supporting the management team, including the partners, in the day to day running of the practice. Specific tasks are outlined below, this is not an exhaustive list. The role requires a self-motivated, disciplined and highly organised individual. Note that this role is subject to highly confidential information, so an awareness and strict adherence to data protection and confidentiality policy is vital. Key Duties HR document filing for staff personnel files Reviewing and updating surgery policies and procedures stored on the company HR system called TeamNet Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies) Booking staff on relevant training courses, and ensure staff are remaining up to date with mandatory training Assisting with recruitment administration e.g. filing DBS forms and compiling new staff welcome packs, creating staff inductions Planning in meetings, creating meeting agendas and typing up meeting minutes for Management, Department Head, All Staff, Safeguarding and Clinical meetings Maintaining Premises checks e.g. booking boiler services and PAT testing Administration tasks for students e.g. creating student timetables Designing and conducting staff and patient surveys and audits, including liaising with patient groups such as the PPG Completing reports and audits required by NHS/ICB such as the National Workforce Reporting System extraction Ensure the surgery website is up to date and maintained Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Health & Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified Develop/Review Health & Safety policies and procedures and keep abreast of current legislation Arrange appropriate insurance cover Ensure that the Practice has adequate disaster recovery procedures in place Arrange appropriate maintenance for Practice equipment Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and 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 implemented by the Practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly Contribution to the Implementation of Services: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate