Office Supervisor

Larwood Health Partnership

The closing date is 01 May 2025

Job summary

We are currently seeking a confident and capable Office Supervisor to join our team on a permanent basis, working between 30-37 hours per week. This role is pivotal in ensuring the smooth operation of our Care Navigator/Clinical Administrator teams, supporting office efficiency, and helping to maintain our commitment to high-quality patient care. Initiative, empathy, good written and verbal communication skills, resilience, confidentiality and common sense are essential as you will be dealing with sensitive confidential information on a daily basis.

Main duties of the job

To ensure the smooth running of the Admin Operations Team and processes. Ensuring the site/s works effectively and efficiently to deliver quality standards and excellent customer service further supporting CQC / organisational requirements. The role will involve working closely with and supporting the Team Leaders, acting as first port of call for any Admin queries on the day.

About us

Larwood Health Partnership is a GP Practice based over 4 sites in Worksop, Carlton-in-Lindrick and Manton. We are also rated CQC Outstanding.

We are a forward thinking, supportive Practice that embraces new ideas and innovation with the aim of producing better patient outcomes and efficient ways of working, whilst achieving a good work life balance.

8 GP's Partners, 9 Salaried GP's
Practice Paramedics
3 Practice Pharmacists and 3 Pharmacy Technicians
Experienced Management Team
Experienced and well-developed Nursing and Administrative Team, including Nurse Practitioners
Excellent integration with community nurses and the voluntary sector
Advanced Training Practice
Well established SystmOne GP Practice

Date posted

17 April 2025

Pay scheme

Other

Salary

Depending on experience To be confirmed

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A0233-25-0008

Job locations

56 Larwood Avenue

Worksop

Nottinghamshire

S81 0HH

Westwood Surgery

Worksop

Nottinghamshire

S80 2TR

The Village Surgery

Long Lane

Carlton-in-lindrick

Worksop

Nottinghamshire

S81 9AR

Lakeside Surgery

Church Street

Langold

Worksop

Nottinghamshire

S81 9NW

Job description

Job responsibilities

1. To support the Team Leaders in dealing with daily issues/queries raised by staff by staff and patients on site.

2. To ensure sickness absence is reported through to the Team Leader, along with any issues identified as a result of the absence ie locking up procedures

3. Ensure regular daily updates/communications with Team Leader as appropriate to ensure fully aware of factors that could affect the role, using the appropriate method of communication

4. Supervise the Admin team ensuring maximum productivity and efficiencies and update the rota accordingly to ensure on the day work volumes and processes are prioritised, using the appropriate methods of communication

5. Monitor incoming call volume and call waiting times whilst ensuring all admin staff are taking calls in line with the rota at appropriate times plotted between 8 6.30. Escalate to TL where calls peak and become unmanageable and support is required

6. Review resourcing hours v demand for 'Admin ' Smart requests and oversee 'Medical requests' process

7. React positively and be flexible with regard to rota changes. Ensure staff are aware of these changes

8. Conduct first and second, non-complexed, return to work interviews, ensuring absence management procedures are followed and team members are provided with relevant information to improve their attendance at work, SC2 information is completed, and the Team Leader is advised accordingly to ensure working in line with policies & procedures

9. Conduct Staff 1:1 meetings at 3 months and 9 months, updating the Training Needs Analysis spreadsheet following reviews and whenever staff develop their skills

10. Ensure that the reception team are directing the patient to the most appropriate health professional or service and care navigation tools used e.g., hub star

11. Ensure that the reception team are informing patients how to make the best use of the service, using technology and systems as appropriate

12. Effectively deal with informal complaints specific to the remit of the role and document accordingly in line with procedure

13. Liaise with the Team Leader if a training requirement is identified

14. Undertake key processes/support the Admin Operations function in specific trained areas e.g., pathlinks, scripts, o-line appointment systems, reception, phones as and when needed

15. In the absence of the Team Leader update the rota when there is reactive staff absence, ensuring the relevant absence form is completed / accurate information documented

16. Report any performance management issues to Team Leader immediately and ensure the form is completed / accurate and full information documented

17. Assist with inductions for new staff members

18. Relay information from GPs and Management to the Admin team as necessary as instructed by TL / Manager

19. Share knowledge and have input in the development of Office Protocols and changes to processes

20. Assist with IT issues on site

21. Liaise with Team Leader in the first instance where health and safety or premises issues are identified and escalate to Estates Manager in Team Leader absence