Job summary
Office Supervisor
Visa Sponsorship is not available for this role
We are looking for an Office Supervisor
to work with our friendly and supportive team at Faversham Medical Practice Practice/Newton
Place Surgery.
Hours negotiable
Agenda for
Change - Band 4
The successful applicant will supervise
areas and staff within the practice on a day to day basis. Please see job description for full details.
Astandard Disclosure and Barring
Servicecheck will be carried outas part of our recruitment
procedures and alsoregularlyduring employment. The responsibility for payment of this lies
with the Practice.
It is a requirement that safeguarding training willremain
up to date and the safeguarding policies and procedures in placewithin
thePractice willbe adhered to during employment.
Checks will be carried out for those who have lived
or worked outside of the UK for more than 3 months in the last 5 years.
Faversham Medical Group is committed to equality of
opportunity and compliance under The Equality Act 2010. Please let us know if you have any reasonable
adjustments required to support your application process.
Closing date 22nd
February 2026
Interviews will be held in person. Full
details will be made available to candidates who are invited for
interview
The closing date given
is a guide. We reserve the right to close the vacancy once we have received
sufficient applications, we advise you to submit your application early to prevent disappointment.
Main duties of the job
The Office Supervisor is varied and important role.
Responsible for the
day-to-day supervision of the Secretarial team and associated functions
ensuring they are carried out in accordance with agreed procedures, protocols
and time-scales, reporting to the Business Manager as necessary.
Oversee stock control and ordering
To undertake a variety of Secretarial duties to assist in the smooth running of the practice.
To undertake a
variety of administrative duties to assist in the smooth running of the
practice.
To provide support to the Business Manager and Management Team in project work, and in the running of key areas, systems and procedures such as CQC compliance, HR, accounts/invoicing, enhanced services, QOF and health and safety.
Add the clinical sessions onto the computer, keeping track of holidays/study days and locum cover etc, liaising with Doctors/Business Manager identifying any areas of concern.
About us
Faversham Medical Group consists of 2 GP surgeries;
Faversham Medical Practice and Newton Place Surgery. We also run an Urgent
Treatment Centre based at Faversham Health Centre.
We are a friendly and supportive team.
Faversham is a beautiful, historic market town. It is close
to the vibrant city of Canterbury; just 60 miles from London and yet within
easy reach of attractive coastline areas and beaches.
Job description
Job responsibilities
Office Supervisor
REPORTS TO: Business Manager
HOURS: Full or Part Time
Job summary:
The purpose of the role is to:
- Responsible for the day-to-day supervision of the Secretarial team and associated functions ensuring they are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the Business Manager as necessary.
- To undertake a variety of Administrative and Secretarial duties to assist in the smooth running of the practice.
- Responsible for all aspects of the clinical rota and annual leave administration when required.
- Responsible for the day-to-day supervision of reception and associated functions, in the absence of the Receptionist/Administrator Supervisor, ensuring they are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the Business Manager as necessary.
- Responsible for the day-to-day supervision of the office staff and associated functions ensuring they are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the Business Manager as necessary.
- To offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
- To facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
- To provide support to the Business Manager and Management Team in project work, and in the running of key areas, systems and procedures such as CQC compliance, HR, accounts/invoicing, enhanced services, QOF and health and safety.
- To organise and carry out regular charity and social events for the Practice as requested, working with other organisations to ensure these are carried out smoothly.
Job responsibilities:
Supervising Secretarial team:
- Ensure adequate staffing levels; organise Holiday/Sick rotas in line with agreed policy liaising with the Management Team if needed.
- Assist the Office Manager to ensure that all staff are inducted and trained efficiently.
- Ensure the smooth running of the Office in the Office Managers absence.
- Actively ensure the office, meeting rooms and waiting areas are kept free of clutter, clean and tidy.
- Ensure new staff are appropriately entered onto the system and provided with the necessary passwords and smartcard.
- Act as a point of contact for staff and doctors phoning to report sickness or delays in the mornings and to initiate appropriate action.
- Provide cover for colleagues at times of annual leave and sickness to ensure the service to doctors and patients is unaffected at such times.
- Continually assess and evaluate systems recommending changes and improvements to the Office Manager and Business Manager as appropriate.
- Cover duties in the absence of the Reception Supervisor.
- Handle and follow up patient enquiries, exercising initiative and liaising with relavant parties, remembering always that the doctor remains accountable for clinical decisions.
- Type all correspondence as requested by doctors and health professionals, accessing work flows, emails and systems. This includes the typing and sending of letters, reports, investigation requests,etc.
- Make electronic referrals through the ERS system. Manage advice and guidance referrals through the ERS system, monitor responses and liaise with the Drs to ensure these are fully followed through and recorded. Check daily for rejected referrals and action as appropriate.
- Receive and dispatch mail and maintain a pending system.
- Check and action the practice emails on a rota basis.
- Enter all correspondence on to the Practice clinical system using read codes where appropriate and log all referrals.
- Prioritise all correspondence, and ensure urgent correspondence is undertaken in a timely manner.
- Arrange appointments as required and take messages when appropriate.
- Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- Retrieve medical records and assist the completion of medical/insurance reports, photocopy as required and invoice accordingly.
- Handle correspondence with Solicitors requesting patient records, updating practice records and typing invoices as appropriate.
- Process and chase patient results, liaising with the doctor or appropriate health professional, contacting patients and receiving telephone calls from patients as required.
- Attend Multi-Disciplinary Team or other meetings taking minutes and actioning any relevant points where necessary.
- Perform any reasonable administrative tasks as requested.
- Support the Practice team to maintain the quality and accuracy of all patient records.
- Maintain the safeguarding spreadsheet, completing all secretarial and administrative tasks associated with safeguarding, working to the adult and child safeguarding protocols.
- Record messages for Doctor, Nurse and Administrative staff.
- Provide encounter reports for surgeries and house calls and routine enquiries where needed.
- If designated to do so key in patient identification data to computer
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
- Deal with general telephone enquiries from patients and general public.
- Record requests for visits for housebound patients.
- Promptly notify relevant staff of deliveries received, following all Practice guidance and ensure the deliveries are dealt with in a timely manner.
- Ensure all visitors are signing in and out following Practice procedures.
- Make the Doctors drinks on a rota basis, and cover for others if they are off.
Office Coordination:
- Add the clinical sessions onto the computer, keeping track of, and booking, holidays/study days and locum cover etc. Liaising with Doctors/Business Manager identifying any areas of concern.
- Coordinate any medial or other students and trainees, including assisting with their induction and day to day plans, activities.
- Oversee stock control and ordering
- Manage the various appointments, room bookings, visits and other books in line with agreed policies.
- Coordinating clinical activities in the Practice, liaising with the Business Manager and Partners as appropriate.
- Assist the practice in being the point of contact for Specialist Trainees.
- Responsible for production of the clinical rota, managing the various appointments, visit and other books in line with agreed policies
- Assist the Reception Manager with the production of the reception staff rota as required.
- Ensure adequate staffing levels, approving annual leave (and other leave) in line with the agreed policy for GPs and staff, including checking staff time sheets monthly.
- Assist in the organising of clinics being held by Consultants and other staff not employed by the Practice.
- To assist in providing support and training for staff on the use of the Practices IT system and provide support for staff.
- Responsible for being the Administrative point of contact for the PCSE.
- Continually assess and evaluate systems recommending changes and improvements to the Business Manager as appropriate.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training.
Quality:
The post-holder will strive to maintain quality within the practice
Communication:
The post-holder should recognize the importance of effective communication within the team.
Contribution to the Implementation of Services:
The post-holder will:
- Apply practice policies, standards and guidance
- Participate in audit where appropriate.
Job Description Agreement
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within the Practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.
Note
This is not intended to be an exhaustive list of responsibilities, and it is expected that the successful applicant will participate in a wide range of activities.
Job description
Job responsibilities
Office Supervisor
REPORTS TO: Business Manager
HOURS: Full or Part Time
Job summary:
The purpose of the role is to:
- Responsible for the day-to-day supervision of the Secretarial team and associated functions ensuring they are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the Business Manager as necessary.
- To undertake a variety of Administrative and Secretarial duties to assist in the smooth running of the practice.
- Responsible for all aspects of the clinical rota and annual leave administration when required.
- Responsible for the day-to-day supervision of reception and associated functions, in the absence of the Receptionist/Administrator Supervisor, ensuring they are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the Business Manager as necessary.
- Responsible for the day-to-day supervision of the office staff and associated functions ensuring they are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the Business Manager as necessary.
- To offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
- To facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
- To provide support to the Business Manager and Management Team in project work, and in the running of key areas, systems and procedures such as CQC compliance, HR, accounts/invoicing, enhanced services, QOF and health and safety.
- To organise and carry out regular charity and social events for the Practice as requested, working with other organisations to ensure these are carried out smoothly.
Job responsibilities:
Supervising Secretarial team:
- Ensure adequate staffing levels; organise Holiday/Sick rotas in line with agreed policy liaising with the Management Team if needed.
- Assist the Office Manager to ensure that all staff are inducted and trained efficiently.
- Ensure the smooth running of the Office in the Office Managers absence.
- Actively ensure the office, meeting rooms and waiting areas are kept free of clutter, clean and tidy.
- Ensure new staff are appropriately entered onto the system and provided with the necessary passwords and smartcard.
- Act as a point of contact for staff and doctors phoning to report sickness or delays in the mornings and to initiate appropriate action.
- Provide cover for colleagues at times of annual leave and sickness to ensure the service to doctors and patients is unaffected at such times.
- Continually assess and evaluate systems recommending changes and improvements to the Office Manager and Business Manager as appropriate.
- Cover duties in the absence of the Reception Supervisor.
- Handle and follow up patient enquiries, exercising initiative and liaising with relavant parties, remembering always that the doctor remains accountable for clinical decisions.
- Type all correspondence as requested by doctors and health professionals, accessing work flows, emails and systems. This includes the typing and sending of letters, reports, investigation requests,etc.
- Make electronic referrals through the ERS system. Manage advice and guidance referrals through the ERS system, monitor responses and liaise with the Drs to ensure these are fully followed through and recorded. Check daily for rejected referrals and action as appropriate.
- Receive and dispatch mail and maintain a pending system.
- Check and action the practice emails on a rota basis.
- Enter all correspondence on to the Practice clinical system using read codes where appropriate and log all referrals.
- Prioritise all correspondence, and ensure urgent correspondence is undertaken in a timely manner.
- Arrange appointments as required and take messages when appropriate.
- Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- Retrieve medical records and assist the completion of medical/insurance reports, photocopy as required and invoice accordingly.
- Handle correspondence with Solicitors requesting patient records, updating practice records and typing invoices as appropriate.
- Process and chase patient results, liaising with the doctor or appropriate health professional, contacting patients and receiving telephone calls from patients as required.
- Attend Multi-Disciplinary Team or other meetings taking minutes and actioning any relevant points where necessary.
- Perform any reasonable administrative tasks as requested.
- Support the Practice team to maintain the quality and accuracy of all patient records.
- Maintain the safeguarding spreadsheet, completing all secretarial and administrative tasks associated with safeguarding, working to the adult and child safeguarding protocols.
- Record messages for Doctor, Nurse and Administrative staff.
- Provide encounter reports for surgeries and house calls and routine enquiries where needed.
- If designated to do so key in patient identification data to computer
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
- Deal with general telephone enquiries from patients and general public.
- Record requests for visits for housebound patients.
- Promptly notify relevant staff of deliveries received, following all Practice guidance and ensure the deliveries are dealt with in a timely manner.
- Ensure all visitors are signing in and out following Practice procedures.
- Make the Doctors drinks on a rota basis, and cover for others if they are off.
Office Coordination:
- Add the clinical sessions onto the computer, keeping track of, and booking, holidays/study days and locum cover etc. Liaising with Doctors/Business Manager identifying any areas of concern.
- Coordinate any medial or other students and trainees, including assisting with their induction and day to day plans, activities.
- Oversee stock control and ordering
- Manage the various appointments, room bookings, visits and other books in line with agreed policies.
- Coordinating clinical activities in the Practice, liaising with the Business Manager and Partners as appropriate.
- Assist the practice in being the point of contact for Specialist Trainees.
- Responsible for production of the clinical rota, managing the various appointments, visit and other books in line with agreed policies
- Assist the Reception Manager with the production of the reception staff rota as required.
- Ensure adequate staffing levels, approving annual leave (and other leave) in line with the agreed policy for GPs and staff, including checking staff time sheets monthly.
- Assist in the organising of clinics being held by Consultants and other staff not employed by the Practice.
- To assist in providing support and training for staff on the use of the Practices IT system and provide support for staff.
- Responsible for being the Administrative point of contact for the PCSE.
- Continually assess and evaluate systems recommending changes and improvements to the Business Manager as appropriate.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training.
Quality:
The post-holder will strive to maintain quality within the practice
Communication:
The post-holder should recognize the importance of effective communication within the team.
Contribution to the Implementation of Services:
The post-holder will:
- Apply practice policies, standards and guidance
- Participate in audit where appropriate.
Job Description Agreement
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within the Practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.
Note
This is not intended to be an exhaustive list of responsibilities, and it is expected that the successful applicant will participate in a wide range of activities.
Person Specification
Qualifications
Essential
- English and Maths GCSE grade C or above or equivalent.
Desirable
- Formal qualification in IT (e.g. CLAIT, ECDL).
- Professional Medical Secretary qualification (i.e. AMSPAR Diploma or equivalent, RSA typewriting skills level 1-3).
Knowledge and skills
Essential
- Very good IT skills with an understanding of Microsoft office (Outlook & Word), accessing and using the internet and use of Emails.
- Excellent writing skills and producing letters/emails in a good standard of English.
- Ability to work in a changing environment and work under pressure.
- Ability to understand and learn new software and administrative procedures.
- Good communicator (verbal & written) both upwards and downwards.
- Ability to work autonomously and initiate / self-direct own workload.
- Ability to grasp new concepts and work on a self-directed basis.
- Ability to demonstrate due regard for safeguarding and promoting the welfare of children.
Desirable
- Previous use of a database
Experience
Essential
- Be able to show and evidence managing difficult or demanding patients.
- Experience of administrative duties.
- Previous experience working as a Manager/ Supervisor in General Practice.
- Typing skills with experience in Audio typing
Desirable
- Experience in using EMIS clinical software.
- Be able to use a scanner or experience of mass scanning
- Experience dealing with Patients/Public
- Some experience in administration
- Experience in primary care/ NHS / caring profession
- Knowledge of medical terminology.
- Experience of dealing with members of the public.
- Familiar with E-referral system.
Personal
Essential
- Be able to evidence excellent organisational and problem solving skills.
- Punctual and ready to start work at allocated time.
- Able to show examples of a flexible approach to working overtime/ extra hours/ covering for other staff in absence or annual leave.
- Able to project a positive image.
- Interest in/aptitude for learning new skills.
Qualifications
Essential
- English and Maths GCSE grade C or above or equivalent.
Desirable
- Formal qualification in IT (e.g. CLAIT, ECDL).
- Professional Medical Secretary qualification (i.e. AMSPAR Diploma or equivalent, RSA typewriting skills level 1-3).
Person Specification
Qualifications
Essential
- English and Maths GCSE grade C or above or equivalent.
Desirable
- Formal qualification in IT (e.g. CLAIT, ECDL).
- Professional Medical Secretary qualification (i.e. AMSPAR Diploma or equivalent, RSA typewriting skills level 1-3).
Knowledge and skills
Essential
- Very good IT skills with an understanding of Microsoft office (Outlook & Word), accessing and using the internet and use of Emails.
- Excellent writing skills and producing letters/emails in a good standard of English.
- Ability to work in a changing environment and work under pressure.
- Ability to understand and learn new software and administrative procedures.
- Good communicator (verbal & written) both upwards and downwards.
- Ability to work autonomously and initiate / self-direct own workload.
- Ability to grasp new concepts and work on a self-directed basis.
- Ability to demonstrate due regard for safeguarding and promoting the welfare of children.
Desirable
- Previous use of a database
Experience
Essential
- Be able to show and evidence managing difficult or demanding patients.
- Experience of administrative duties.
- Previous experience working as a Manager/ Supervisor in General Practice.
- Typing skills with experience in Audio typing
Desirable
- Experience in using EMIS clinical software.
- Be able to use a scanner or experience of mass scanning
- Experience dealing with Patients/Public
- Some experience in administration
- Experience in primary care/ NHS / caring profession
- Knowledge of medical terminology.
- Experience of dealing with members of the public.
- Familiar with E-referral system.
Personal
Essential
- Be able to evidence excellent organisational and problem solving skills.
- Punctual and ready to start work at allocated time.
- Able to show examples of a flexible approach to working overtime/ extra hours/ covering for other staff in absence or annual leave.
- Able to project a positive image.
- Interest in/aptitude for learning new skills.
Qualifications
Essential
- English and Maths GCSE grade C or above or equivalent.
Desirable
- Formal qualification in IT (e.g. CLAIT, ECDL).
- Professional Medical Secretary qualification (i.e. AMSPAR Diploma or equivalent, RSA typewriting skills level 1-3).
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.
