Contracts & Administration Manager

The Contracts and Administration Manager is responsible for the effective management of Practice contracts, enhanced services, performance monitoring and administrative operations.

The post holder will oversee the Administration Team, ensure compliance with NHS contractual requirements, monitor performance targets, maintain high standards of data quality and reporting, support regulatory compliance, and contribute to the efficient day-to-day running of the Practice.

Main Duties and Responsibilities

Contract Management and Performance

• Lead the management, monitoring and delivery of Practice contracts, Enhanced Services, Local Incentive Schemes and Primary Care Network (PCN) contractual requirements.
• Ensure compliance with all NHS contractual obligations and service specifications.
• Monitor contractual performance and achievement of targets, escalating risks and issues where appropriate.
• Analyse performance data and provide regular reports to the Practice Manager and Partners.
• Identify opportunities to maximise contract income and improve service delivery.
• Ensure accurate and timely submission of all claims, returns and performance reports.
• Maintain a comprehensive understanding of NHS contractual requirements and implement changes as required.
• Ensure relevant staff are aware of contractual obligations, targets and performance expectations.

Data Quality and Clinical Systems

• Lead data quality initiatives to ensure accurate recording, coding and reporting of clinical activity.
• Monitor performance dashboards and undertake data analysis to support contractual achievement.
• Oversee the effective administration of EMIS Web and associated clinical systems.
• Manage appointment book configuration and template maintenance within EMIS Web.
• Ensure accurate clinical coding and data entry processes are maintained throughout the Practice.
• Support the utilisation of digital systems to improve operational efficiency and patient services.
• Produce reports and audits using EMIS Web and other Practice systems.

Administration and Operational Management

• Provide day-to-day leadership and management of the Administration Team, including workflow, prescribing, contracts and reception functions.
• Ensure workloads are effectively managed and completed accurately to a high standard.
• Monitor workflow processes and implement improvements where required.
• Review, develop and implement administrative systems, policies and procedures.
• Ensure administrative services support safe, effective and responsive patient care.
• Support business continuity planning and ensure adherence to Practice continuity procedures.
• Provide operational management support to ensure the smooth running of the Practice.
• Identify opportunities to improve productivity, efficiency and patient experience.

Team Leadership and Staff Management

• Lead, motivate, support and develop members of the Administration Team.
• Manage staffing levels and coordinate rotas to ensure appropriate service coverage.
• Facilitate the recruitment, induction and onboarding of new administrative staff.
• Conduct annual appraisals, probation reviews and performance management meetings.
• Identify staff training requirements and coordinate learning and development opportunities.
• Hold regular team meetings and one-to-one sessions.
• Promote a positive, collaborative and patient-centred culture within the Practice.
• Support employee wellbeing and professional development.

Quality, Governance and Compliance

• Support and lead activities required to maintain compliance with Care Quality Commission (CQC) standards and regulations.
• Coordinate audits and quality improvement initiatives.
• Ensure compliance with Information Governance, GDPR, confidentiality and data protection requirements.
• Maintain accurate records and reporting systems.
• Ensure Practice policies and procedures are implemented and regularly reviewed.
• Monitor and support achievement of quality and performance standards.
• Ensure all work is completed within required timescales and deadlines.

Practice Support

• Support Practice projects, service developments and change management initiatives.
• Develop effective working relationships with the PCN, ICB, commissioners and external stakeholders.
• Undertake any other duties consistent with the nature and responsibilities of the post to support the efficient operation of the Practice.