Job Summary
As our Administration Manager, you’ll work closely with the Senior Management Team and oversee our Patient Data, Referrals, Coding, and Scheduling teams.
You’ll be the driving force behind ensuring everything runs like clockwork; supporting team leaders, improving processes, and making sure we deliver excellent service every day.
Main Duties of the Job
No two days are the same! You will:
* Lead, support, and inspire team leaders through regular check‑ins and performance reviews
* Keep communication flowing across departments especially between admin and clinical teams
* Monitor performance and provide weekly/monthly reports to senior leadership
* Tackle challenges head‑on, from performance issues to complex team matters (with HR support)
* Spot opportunities to improve processes, systems, and patient services
* Stay ahead of NHS and CQC updates and help implement changes effectively
* Oversee recruitment, training, and development of staff
* Ensure workloads are balanced and teams are well‑supported
* Play a key role in projects, audits, and continuous improvement initiatives
* Help maintain high standards of GDPR, data governance, and compliance
About Us
YMG is a large inner‑city GP practice and our own Primary Care Network, serving a population of 45,000 across seven sites. We care for our people so they can care for our patients. We are forward‑thinking, innovative and supportive organisation, committed to delivering high‑quality patient care through qualified and motivated colleagues. Our diverse workforce spans all roles including GPs, ANPs, UCPs, Pharmacists, Pharmacy Technicians, Nurses, Assistant Practitioners, Health Care Assistants, Care Coordinators, Link Workers, Mental Health Workers, Administrative, Digital, operational, financial and managerial.
Details
* Date posted: 27 March 2026
* Pay scheme: Other
* Salary: £14.71 per hour
* Contract: Permanent
* Working pattern: Full‑time
* Reference number: A0821-26-0005
* Job locations: 32 Clifton, YORK, YO30 6AE
Job Responsibilities
* Support and manage the team leaders in the above‑mentioned departments, through regular meetings and key performance indicators.
* Develop and maintain effective communication between teams within the Practice to ensure a high standard of information flows within the organisation, especially with the crossover between operations and clinical teams.
* Provide regular reports, updates and assistance to the Senior Management Team to ensure the smooth running of all departments and projects.
* Provide weekly and monthly productivity figures to support achievements of targets.
* Support the department leads and team with difficult and complex issues such as conduct, performance management and disciplinary procedures, working closely with the HR team for resolutions.
* Be highly IT literate and aware of new technologies and their benefits.
* Be able to work independently, making informed decisions and exercising appropriate initiative when faced with new situations or issues that require immediate solutions.
* Develop, implement and review Practice policies and procedures within area of expertise; assist in maintaining and implementing CQC policies to staff and ensure that GDPR and data governance are maintained at all times.
* Evaluate leads’ performance annually through appraisals, defining key objectives and holding them accountable for results.
* Support the recruitment process of new staff.
* Proactively monitor NHS and CQC regulatory changes, ensuring timely communication to relevant teams and the development of actionable implementation plans.
* Identify the training needs of teams to stay ahead of changes the organisation will face.
* Monitor workloads of teams to ensure they are manageable and propose workarounds with timelines and costs to the Senior Management Team when required.
* Ensure each department has the appropriate skills to provide adequate cover when workloads increase or projects are implemented, cover required for sickness absence and future succession planning.
* Attend practice meetings, such as Significant Events, Complaints and PPG meetings.
* Support with ad‑hoc projects, recording, delegating and overseeing tasks to ensure they are completed timely and accurately.
* Ensure adequate staffing levels, approving annual and other leave in line with agreed policy.
* Continual review of practice systems to ensure optimal delivery of patient services along with cost‑efficiency initiatives.
* Ensure Practice policies relating to teams are communicated to the organisation and patients effectively (i.e. leaflets, monitors and websites).
* Review clinical system workload using the weekly audit shared by the Patient Data Team and proactively highlight any gaps or concerns to the Senior Management Team.
* Liaise closely with the Senior Management Team and keep informed of any matters arising or potential problems.
* Oversee the monitoring and development of the Administration teams.
* Always work safely in accordance with legislative requirements and practice policy and procedures.
* Work across multiple sites.
* Keep up to date with current training.
Person Specification – Skills & Abilities (Essential)
* Strong leadership and people management skills.
* Excellent organisational and time‑management skills.
* Ability to analyse data and produce meaningful reports.
* Excellent communication and interpersonal skills.
* Ability to make informed decisions and work independently.
* Strong problem‑solving and conflict resolution skills.
* Ability to manage multiple priorities and meet deadlines.
* High level of IT proficiency and ability to learn new systems quickly.
* Ability to delegate effectively and oversee task completion.
Qualifications (Desirable)
* Leadership or management qualification.
* HR‑related training (e.g. performance management, disciplinary procedures).
* Training in data protection, GDPR, or information governance.
* Knowledge or training related to CQC standards and compliance.
Experience (Essential)
* Significant experience in a supervisory or management role.
* Experience of leading teams, including performance management and appraisals.
* Experience managing workloads, targets, and productivity within a team environment.
* Experience producing reports and analysing performance data.
* Experience handling complex staff issues (e.g. conduct, performance, or absence).
* Experience working with multiple stakeholders and senior management.
Experience (Desirable)
* Experience within a GP practice, NHS, or healthcare environment.
* Experience managing multi‑site teams or services.
* Experience working with regulatory frameworks (e.g. CQC compliance).
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
York Medical Group
32 Clifton, YORK, YO30 6AE
Employer’s website: https://www.yorkmedicalgroup.co.uk/
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