Dr M K Patel & Partners

Reception Manager

This job is now closed

Job summary

The ideal candidate must be able to work independently whilst demonstrating excellent organisational and prioritisation skills.

This is a progressive role and therefore a candidate who can evidence continuous professional development would be highly advantageous. Previous experience within the NHS, GP surgery or medical environment is essential.

Experience of EMIS Web, Docman, Ask My GP would be valuable to your application.

Main duties of the job

The reception manager provides a vital role within the surgery. They will ensure the smooth and efficient running of the reception area and be responsible for managing a team of receptionists as well as providing support to the practice manager.

The role is very demanding and requires the expertise of good communication and organisation skills. The reception manager will need to demonstrate the ability to work alone using their own initiative as well as within the framework of a team.

They will be responsible for the efficient management and direction of the reception team, ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the practice.

About us

Dr M K Patel & Partners is a busy, established GP surgery with a good CQC rating serving just under 8000 patients. We have an exciting opportunity to further your existing administrative career and we are looking for an enthusiastic and self-motivated RECEPTION MANAGER to join our team.

Date posted

14 March 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A1098-24-0000

Job locations

Scholes

Wigan

Lancashire

WN1 3NH

Job description

Job responsibilities

RECEPTION MANAGER

32 hours per week. Monday to Friday, Band 3 dependent on experience.

HOURS OF WORK

Monday 1000-1800

Tuesday 1000-1800

Wednesday 0900-1300

Thursday 1000-1500

Friday 0900-1600

Closing Date 28.3.24

Interviews will be held on Wednesday 3 April 2024.

To apply, please submit a CV and detailed covering letter to the email provided.

PRIMARY KEY RESPONSIBILITIES

The following are the core responsibilities of the Reception Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. The Reception Manager is responsible for:

Overseeing the administration and support operations of reception, ensuring reception staff achieve their fair share of primary responsibilities

Line managing all the reception team, supporting development, providing guidance and direction

Responsible for overseeing patient care navigation Providing initial guidance and advice to patients who wish to verbally complain following the practices complaints policy

Monitor incoming NHS mail, deal with the reception enquiries and direct other mail to the correct person

Responsible for new patient registrations and deductions.

Monitor workload across the reception team and check daily that key areas have been actioned and completed for example Ask My GP patient requests, EMIS tasks, EMIS documents, Docman filing, patient registrations

Responsible for managing and approving receptionists annual leave and TOIL

Compiling reception rotas, in particular ensuring sufficient cover is provided for periods of leave and other staff absences

Assist with reception duties. The reception manager must have the flexibility to be able to cover reception from 0745 to 1830 when required in times of annual or sick leave.

Ensure reception and administrative staff are up to date with mandatory training.

Completing reception staff appraisals as required and liaising with the practice manager regarding staff performance

Identifying and delivering reception team training/staff inductions where required

Deal with IT problems, liaising with our local IT services.

Listening and responding to issues raised by the team as well as holding monthly reception meetings.

Reviewing and updating administrative and reception policies and procedures as required.

Ensure that the reception as a working space is tidy; stationery and forms are up to dateand well sourced, equipment is in working order and displayed information is up to date.

Communicate effectively with other team members and patients

Supporting the management team in the compilation of practice reports and the practice development plan

Developing, implementing and embedding efficient office processes and procedures to adhere to current legislation

Acting as a focal point for the practice, managing requests from external organisations such as the local police, solicitors, DVLA and other agencies

Managing all deliveries to the practice, ensuring adherence to the cold chain policy as necessary

Acting as building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately

SECONDARY RESPONSIBILITIES

In addition to the primary responsibilities, the Reception Manager may be requested to:

Actively participate in the recruitment process of new members of the reception team.

Take part in audits as directed by the practice manager Coordinate and produce meeting agendas and record the minutes of meetings

Support the practice manager in the maintenance of the practice website and social media accounts

Monitor and promote the use of the Friends and Family Test

Champion continuous improvement, encouraging staff to participate and make suggestions for continuous improvement initiatives

Assist with QOF targets

Assist with seasonal health campaigns

Notes: The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation and the individual.

All personnel should be prepared to accept additional, or surrender existing, duties, to enable the efficient running of the organisation.