About this role
Job summary
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 escalate 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 description Job responsibilities 1. 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.
2. Workforce Planning, Rotas, and Leave CoordinationMaintain 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.
3. Inbound Clinical Correspondence and Workflow OversightHold 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.
4. Workload Allocation and Operational OversightAllocate 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.
5. Quality, Compliance, Policies and ProtocolsMonitor 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.
6. Private Work and Non-NHS IncomeAct 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 escalate capacity concerns.
Ensure compliance with data protection and Caldicott principles.
7. Subject Access Requests (SARs) and Information GovernanceCoordinate 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.
8. Communication, Escalation, and DeputisingAct 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.
9. Operational Cover and FlexibilityProvide operational cover when required to maintain service continuity.
Support coding, secretarial activity, and SAR processing during absence or high demand.
10. General ResponsibilitiesMaintain 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 Essential
For full details of the person specification for this role, please see the attached Job Description and Person Specification
Desirable
For full details of the person specification for this role, please see the attached Job Description and Person Specification
Experience Essential
For full details of the person specification for this role, please see the attached Job Description and Person Specification
Desirable
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.
Employer details Employer name Malpas Surgery
Address Old Hall Street
Malpas
Cheshire
SY14 8PS
United Kingdom
Employer's website https://www.malpassurgery.co.uk (Opens in a new tab)