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.
