Management Administrator

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

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.

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.

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.

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.

Qualifications