Job Title: Contracts and Administration Manager
Hours: 32 hours per week Working Pattern: Monday, Tuesday, Thursday and Friday Salary: Dependent on experience Reporting to: Practice Manager

About Us
The Chislehurst Partnership is a forward-thinking GP practice formed through the merger of The Woodlands Practice and Chislehurst Medical Practice. We provide high-quality, person-centred care to approximately 24,000 patients across three sites in the heart of Chislehurst.

We are committed to delivering excellent patient care through innovation, collaboration, and continuous improvement. Our multidisciplinary team, including GPs, GP Registrars, Mental Health Practitioners, Nurses, Healthcare Assistants, Social Prescribing Link Workers, First Contact Physiotherapists, and Physician Associates, works together to support the health and wellbeing of our local population while fostering a positive, inclusive, and supportive working environment for staff.

Why Join Us?

• Caring for 24,000 patients across three sites
• Strong community focus and commitment to population health
• Supportive multidisciplinary team including GP Partners, Salaried GPs, Advanced Nurse Practitioners, Clinical Pharmacists and Paramedics
• Excellent administrative and operational support
• EMIS clinical system with AccuRx integration
• Active and innovative Primary Care Network
• Opportunities for leadership and professional development
• Flexible and family-friendly working arrangements
• Strong commitment to staff wellbeing and career progression

Job Purpose
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.

The post holder is accountable to the Practice Manager and Partners and will work collaboratively with all members of the Practice team, the Primary Care Network (PCN), NHS organisations and external stakeholders as required.

The successful candidate will provide effective leadership and operational management of the Administration Team and will demonstrate excellent communication, organisational and interpersonal skills. They will promote a positive working environment and maintain a caring, professional and patient-focused approach towards colleagues and patients.

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.

Person Specification
Essential Criteria

• Previous management experience within a GP Practice, Primary Care Network or NHS setting.
• Demonstrable experience in managing GP contracts, QOF, Enhanced Services and performance targets.
• Experience managing and developing administrative teams.
• Strong understanding of NHS contractual requirements and primary care performance frameworks.
• Experience using EMIS Web and NHS clinical systems.
• Experience of data analysis, reporting and performance monitoring.
• Excellent organisational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to prioritise competing demands and meet deadlines.
• Proficiency in Microsoft Office applications, particularly Excel.
• Knowledge of Information Governance, GDPR and data protection requirements.

Desirable Criteria

• Experience supporting CQC inspections and compliance activities.
• Qualification in healthcare management, business management or a related field.
• Experience of Primary Care Network service specifications.
• Experience of project management and service improvement.

Personal Attributes
The post holder will:

• Demonstrate professionalism, integrity and confidentiality.
• Be highly organised and self-motivated.
• Be committed to continuous improvement and service excellence.
• Have a positive, flexible and proactive approach to work.
• Be caring, respectful and supportive towards patients and colleagues.
• Be able to work independently and as part of a wider team.

The post holder will be required to comply with all Practice policies and procedures, including those relating to Information Governance, Data Protection (UK GDPR), Confidentiality, Health and Safety, Equality and Diversity, Infection Prevention and Control, and Safeguarding of Children and Vulnerable Adults.

The post holder must maintain confidentiality at all times regarding patients, staff and Practice business and ensure compliance with NHS standards and relevant legislation.

This post is subject to a satisfactory Disclosure and Barring Service (DBS) check appropriate to the role. The post holder will be required to undertake mandatory NHS training, including Safeguarding, Information Governance, Fire Safety, Health and Safety, and Infection Prevention and Control training.

The duties and responsibilities outlined in this Job Description are not intended to be exhaustive and may be amended, following consultation, to meet the changing needs of the Practice. The post holder may be required to undertake other duties commensurate with the grade and nature of the post.

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.