Management Administrator

Job summary

The Management Administrator will provide day-to-day administrative and coordination support to the practice management team.

The role will have particular responsibility for helping maintain effective HR, finance, governance, compliance, meeting and IT administrative processes across the practice.

Key areas of work will include maintaining HR records and compliance trackers; supporting recruitment and onboarding; monitoring mandatory training and professional registration requirements; assisting with invoices and routine finance administration; organising meetings and taking minutes; maintaining management action logs; supporting practice calendars and deadlines; keeping TeamNet and management records up to date; and assisting with website and system-access administration.

An important part of the role will be ensuring that information is accurate and current. The postholder will be expected to identify missing information, follow up outstanding actions and escalate concerns or delays to the appropriate member of the management team.

The role involves access to confidential staff, patient, financial and management information and therefore requires a high level of discretion, accuracy and professionalism.

Main duties of the job

The Management Administrator will provide accurate, confidential and proactive administrative support to the Practice Manager, Deputy Practice Manager and wider management team.

The postholder will act as a central administrative coordination point across a number of key practice functions.

Main areas of responsibility include:

HR administration, recruitment, onboarding and staff compliance
Mandatory training, professional registration and indemnity monitoring
Finance and invoice administration
Management meeting organisation, minute taking and action tracking
Practice calendar, deadlines and management correspondence
IT, website and staff system-access administration
TeamNet, policies and document management
CQC, governance and compliance administration
Support with audits, significant events and complaints administration
Maintaining accurate records, trackers and management information
Following up outstanding actions and escalating concerns appropriately

The successful candidate will work closely with the management team while maintaining appropriate confidentiality and clear boundaries of responsibility.

Please refer to the attached Job Description for full details of the duties and responsibilities of the post.

About us

East Croydon Medical Centre is centrally located in the fast developing town of Croydon with its many transport links.

The practice care for 25,000 patients from a diverse population.

We are a large, hardworking General Practice with a multi-disciplinary Team which includes Pharmacists, Practice Nurses, Healthcare Assistants, Physician Associates, GPs, along with a supportive and experienced administrative Team. We enjoy and feel positive about modern General Practice but also strive to ensure a healthy home/work balance. We are active members of our Primary Care Network and support the ethos behind this.

Job description

Job responsibilities

JOB DESCRIPTION

Job title

Management Admin

Reports to

Practice Manager

Supports

Practice Manager, Deputy Manager and wider management team

Location

East Croydon Medical Centre

Salary band

TBD

Job purpose

To provide accurate, confidential and proactive administrative support to the practice management team, helping to maintain effective HR, finance, governance, compliance, meeting and IT processes. The postholder will act as a central coordination point, maintain reliable records and trackers, identify gaps, and escalate outstanding actions to the appropriate manager.

Key responsibilities 1. HR administration

Maintain accurate and confidential electronic personnel files, ensuring required HR and employment compliance documents are appropriately filed.

Maintain the HR master spreadsheet and associated trackers, keeping records current, complete and audit-ready.

Identify missing, expired or incomplete documentation, notify the Deputy Manager promptly and support staff and managers to gather and file the required information.

Monitor mandatory and role-specific training compliance for all staff; obtain certificates and upload them to individual HR folders and TeamNet.

Escalate overdue or incomplete training and other HR compliance gaps to the Deputy Manager and maintain a clear record of actions taken.

Support the Deputy Manager with recruitment administration, including vacancy documentation, interview arrangements, references, right-to-work and identity checks, DBS and other pre-employment checks as applicable.

Support new starter onboarding and induction administration, including issue and return of relevant forms, account or access requests, and completion of onboarding checklists.

Complete and record annual professional registration checks for clinical staff and escalate any concerns, restrictions or lapses immediately.

Complete and record annual professional indemnity checks for relevant clinical staff, monitor renewal dates and escalate gaps before expiry.

Support the Deputy Manager with appraisal, probation, leave, sickness and other HR administration and reporting as required, within the boundaries of the role.

2. Finance administration

Support the Practice Manager with invoice processing, bookkeeping and routine finance queries.

Maintain orderly finance records and supporting documentation, ensuring invoices and queries are logged, filed and directed for authorisation appropriately.

Help track outstanding invoices, supplier queries and agreed actions, escalating delays or discrepancies to the Practice Manager.

Assist with preparation and collation of information for payroll, claims, reconciliations, reports or accountant queries, as directed by the Practice Manager.

Support the Practice Manager with any other finance-related administration, while observing delegated authority and financial controls.

3. Management, meetings and secretarial support

Manage and maintain the practice calendar, including key meetings, deadlines, reviews, renewals, inspections and governance dates.

Organise management and other practice meetings, book rooms or virtual links, invite attendees and circulate agendas and supporting papers in good time.

Take accurate, concise minutes; clearly record decisions, actions, owners and deadlines; and circulate approved minutes as required.

Upload agendas, approved minutes and supporting documents to TeamNet in the correct location and in line with agreed naming and version-control arrangements.

Maintain the management meeting action log, monitor deadlines, chase updates and escalate overdue actions to the relevant manager.

Draft routine correspondence, reports, presentations, spreadsheets and other management documents as requested.

Provide diary, email, document and general secretarial support to the management team, including handling confidential correspondence appropriately.

4. IT and digital administration

Support the Operations Manager with routine website management, including updating approved content and checking that information remains accurate and current.

Assist with administrative coordination of staff system access, starters, movers and leavers, maintaining records of requests and completion.

Maintain shared management folders, templates and document libraries using clear naming, filing and access-control conventions.

Report website, access or system issues to the appropriate manager or IT support provider and track them through to resolution.

5. Compliance and governance administration

Ensure TeamNet is kept accurate, organised and up to date, including policies, protocols, meeting records, staff evidence and compliance documentation within the postholder's remit.

Maintain policy, review, renewal and compliance trackers; prompt responsible leads ahead of deadlines and escalate overdue items.

Support CQC readiness and other assurance activity by collating, filing and retrieving evidence and keeping assigned records inspection-ready.

Support audits, significant event, complaints and governance administration as directed, ensuring sensitive information is shared only with authorised colleagues.

Follow practice policies on confidentiality, information governance, data protection, records management and cyber security at all times.

6. General responsibilities

Work collaboratively with the management team and wider practice team, communicating professionally with staff, patients and external stakeholders.

Prioritise workload effectively, meet deadlines and alert the Practice Manager promptly where capacity, risk or delays may affect delivery.

Maintain strict confidentiality and exercise sound judgement when handling personal, employment, clinical, commercial or financial information.

Attend relevant training and contribute to continuous improvement of administrative systems and processes.

Undertake other reasonable administrative duties consistent with the nature and grade of the role, as requested by the Practice Manager.

Person specification Essential

Strong administrative experience, with the ability to maintain accurate records, trackers and filing systems.

Excellent organisation, attention to detail and ability to manage competing deadlines.

Clear written and verbal communication skills, including confident minute taking.

Proficiency in Microsoft Word, Excel, Outlook and Teams, with confidence learning new systems.

Ability to handle confidential and sensitive information with discretion and integrity.

Ability to work independently, identify gaps, follow up actions and escalate concerns appropriately.

Desirable

Previous experience in a GP practice, NHS, healthcare or similarly regulated environment.

Experience of HR administration, recruitment checks, training compliance or finance administration.

Experience using TeamNet and primary care systems.

Awareness of CQC requirements, information governance and UK GDPR principles.

Accountability and scope

The postholder is responsible for completing and recording delegated administrative checks and for escalating gaps or concerns. Management decisions, clinical decisions, formal HR advice, financial approval and statutory accountability remain with the relevant manager or professional lead.

This job description is not exhaustive and may be reviewed to refle ct service needs, following discussion with the postholder.

Person Specification

Qualifications

Essential

Strong administrative experience, with the ability to maintain accurate records, trackers and filing systems.
Excellent organisation, attention to detail and ability to manage competing deadlines.
Clear written and verbal communication skills, including confident minute taking.
Proficiency in Microsoft Word, Excel, Outlook and Teams, with confidence learning new systems.
Ability to handle confidential and sensitive information with discretion and integrity.
Ability to work independently, identify gaps, follow up actions and escalate concerns appropriately.

Desirable

Previous experience in a GP practice, NHS, healthcare or similarly regulated environment.
Experience of HR administration, recruitment checks, training compliance or finance administration.
Experience using TeamNet and primary care systems.
Awareness of CQC requirements, information governance and UK GDPR principles.

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

East Croydon Medical Centre

Address

59 Addiscombe Road

Croydon

CR0 6SD

United Kingdom

Employer's website

https://www.eastcroydonmc.co.uk/

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