Admin Manager
| Posting date: | 22 January 2026 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 20 February 2026 |
| Location: | Nottingham, NG9 2NY |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A0638-26-0000 |
Summary
The Admin Manager plays a key role in supporting the Practice Manager with the smooth, effective, and compliant running of the practice. This includes day-to-day operational management, performance monitoring, and project delivery. The postholder will contribute to improving administrative and clinical standards across all areas of the practice. Main Duties and Responsibilities Operational and Administrative Support Assist the Practice Manager with daily operations, ensuring the efficient running of practice systems and procedures. Respond to requests for information and prepare reports, data, and updates as required. Support with finance processes including incoming invoice management and petty cash. Assist with policy writing, reviews, and maintaining up-to-date documentation. Line manage all admin staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training. Responsible for admin staff holidays and making note of absences. Oversee the reception and administrative services of the practice; ensuring staff achieve their primary responsibilities. To work with the Practice Manager and Reception Manager to maintain good relationships with the PPG (Patient Participation Group), liaising with the group to help further improve services for patients. To support the Practice Manager in the use of the electronic policy system and help to update and maintain accordingly disseminating policies to staff. Quality, Performance, and Compliance Monitor the Quality and Outcomes Framework (QOF) data, maximising prevalence and securing maximum achievement through regular liaison with Practice Manager and partners. Maintain and update the Data Security and Protection Toolkit annually. Assist in managing data quality within the clinical system, promoting accuracy and compliance with national and local standards. Contribute to clinical audits, reporting, and disease register maintenance. Assist with handling complaints and patient feedback. Monitor telephone system to ensure telephone is being answered in a timely manner. Support the Practice Manager in the development of CQC readiness. Develop, implement and embed efficient reception and admin processes and procedures. Oversee patient call and recall systems. Retain oversight of clinical rotas to ensure appointments are being used efficiently, reviewing capacity and updating the Practice Manager. Staff Support and Development Support the induction of new staff, students, and registrars. Maintain accurate staff training records, including mandatory training compliance. Assist in organising and minuting practice meetings where needed. Provide advice, guidance, and support to administrative and clinical teams where required. Completing staff appraisals as required Oversee staff rotas IT and Systems Liaise with NHIS, SystmOne TPP, and other IT support teams to resolve system issues. To provide support advice and training for current and new practice staff in the use of the clinical system. To make sure all new staff are set up appropriately i.e. passwords, smartcards, ICE access etc for accessing the computer systems. To manage the surgery website, and any other social media marketing programmes to aid the promotion of The Oaks Medical Centre. Facilities, Health & Safety, and Compliance Support the Practice Manager in maintaining the building, equipment, and Health & Safety standards. Contribute to regular Health & Safety checks, Fire Risk Assessments, and drills. Assist with managing maintenance projects and liaising with contractors. Finance and Record-Keeping Assist with practice accounts documentation and banking as required. Support the preparation and submission of financial and performance reports. General Deal with patients, NHS contacts, and external partners in person, by phone, and in writing. Undertake any reasonable additional tasks as required by the Practice Manager. Quality and Continuous Improvement Contribute to maintaining and improving quality standards across the practice. Identify and communicate risks or areas for improvement. Participate in audits and quality improvement activities. Communication Communicate effectively with colleagues, patients, and external organisations. Adapt communication methods to meet the needs of individuals and situations. Contribution to Service Development Implement practice policies and procedures consistently. Participate in discussions and audits to enhance service delivery. Confidentiality All staff must maintain strict confidentiality regarding patients, staff, and practice business in accordance with data protection and confidentiality policies. Health & Safety Assist in maintaining a safe working environment by following all practice policies and procedures, identifying risks, and using appropriate infection control and security systems. Equality, Diversity & Inclusion Promote equality, diversity, and the rights of patients and colleagues, treating all individuals with dignity, respect, and fairness. Personal & Professional Development Participate in annual performance reviews and maintain responsibility for ongoing learning and development. 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.