Job Description
Job Title: HR & Admin Manager
Reports To: Operational Manager / Business Manager
Hours: 15 hours per week - work pattern to be negotiated.
Location: Guildhall Surgery
Job Purpose
The HR & Admin Manager is responsible for the effective day-to-day supervision of the administrative team, ensuring the delivery of high-quality administrative support services across the practice. The postholder will provide leadership, supervision, and support to administrative staff, promote excellent patient service, and contribute to the efficient operation of the practice.
The role includes responsibility for workforce planning, complaints management, operational support, compliance activities, and assisting with the achievement of organisational objectives. The postholder will work closely with the Operational Manager and Business Manager to ensure the practice delivers safe, effective, and patient-centred services.
Key Responsibilities
Team Leadership and Management
- Provide day-to-day leadership, supervision, and management of the administrative team.
- Conduct regular one-to-one meetings, appraisals, performance reviews, and probationary reviews.
- Support staff development through coaching, mentoring, training, and performance management.
- Manage attendance, sickness absence, and wellbeing processes in accordance with practice policies.
- Participate in disciplinary, capability, and grievance processes as required.
- Foster a positive, inclusive, professional, and supportive working environment.
- Ensure staff understand and adhere to practice policies, procedures, and standards of conduct.
Human Resources
- Support recruitment and onboarding activities, including advertising vacancies, coordinating interviews, and facilitating induction programmes.
- Maintain accurate personnel records and HR documentation.
- Ensure compliance with employment legislation and organisational policies.
- Monitor mandatory training compliance and coordinate training requirements.
- Support workforce planning and succession planning initiatives.
- Assist with the implementation of HR policies and procedures.
Workforce Planning and Resource Management
- Oversee staff rotas to ensure effective service delivery working closely with the Reception Team Leader.
- Monitor staffing levels and respond appropriately to operational demands.
- Coordinate annual leave, study leave, and other planned absences.
- Ensure continuity of service through effective resource allocation and contingency planning.
- Support service resilience through proactive workforce management.
Patient Services and Complaints Management
- Manage and coordinate the practice complaints process.
- Investigate routine complaints and gather information from relevant staff members.
- Draft complaint responses and support the resolution process.
- Identify trends, themes, and learning opportunities arising from complaints.
- Recommend and support service improvements to enhance patient experience.
- Promote and maintain high standards of customer service and patient care.
Operational Management
- Work closely with the Operational Manager
- Support day-to-day running of administrative services.
- Review administrative systems and processes and suggest improvements where appropriate.
- Assist in the development, implementation, and review of policies and procedures.
- Support business continuity and operational resilience planning.
- Contribute to projects and initiatives designed to improve practice performance and patient outcomes.
Governance and Compliance
- Support the Operational Manager and leadership team in maintaining compliance with regulatory requirements.
- Assist in preparation for inspections, audits, and quality reviews.
- Maintain evidence and documentation required to demonstrate compliance with relevant standards.
- Support quality improvement programmes and audit activities.
- Ensure compliance with information governance, confidentiality, and data protection legislation.
- Promote best practice in governance and risk management.
Financial and Business Support
- Support the Business Manager in monitoring budgets and resource utilisation.
- Assist in identifying efficiencies and opportunities for cost savings.
- Contribute to the achievement of practice objectives, targets, and performance indicators.
- Support the effective use of practice resources.
General Responsibilities
- Maintain strict confidentiality and comply with UK GDPR and Data Protection requirements.
- Comply with all practice policies, procedures, and statutory requirements.
- Participate in mandatory training and continuing professional development.
- Demonstrate a commitment to equality, diversity, and inclusion.
- Undertake any other duties appropriate to the grade and responsibilities of the post.
The duties and responsibilities outlined in this job description are not intended to be exhaustive and may be amended from time to time in line with the evolving needs of the practice. The postholder will be expected to undertake any other reasonable duties appropriate to the role and level of responsibility.
Person Specification
Essential Criteria
Experience
- Experience of managing administrative teams within healthcare, primary care, or a comparable environment.
- Experience of staff supervision, performance management, and attendance management.
- Experience of handling complaints and resolving issues professionally.
Knowledge and Skills
- Strong organisational and workload management skills.
- Excellent communication and interpersonal skills.
- Ability to prioritise work effectively and meet deadlines.
- Good understanding of confidentiality, information governance, and data protection requirements.
- Competent user of Microsoft Office applications and practice management systems.
Personal Attributes
- Professional, approachable, and supportive leadership style.
- Strong problem-solving and decision-making abilities.
- Ability to work independently and collaboratively.
- Commitment to delivering excellent patient and staff experiences.
Desirable Criteria
- Experience working within a GP practice or primary care setting.
- Knowledge of NHS primary care systems, contracts, and processes.
- Experience supporting CQC compliance, audits, and quality improvement initiatives.
- Experience supporting budget monitoring and resource management.
- CIPD qualification, ILM qualification, or equivalent management qualification.
Pay: Up to £14,430.00 per year
Benefits:
Experience:
- HR: 2 years (preferred)
- managerial: 2 years (preferred)
Work Location: In person
