Job summary
As the admin and reception manager you will be the heart of our reception and admin teams. You will oversee the day to day workflow of the office, managing front desk and back office processes. This is a dynamic role that requires excellent organisational skills, a proactive attitude and the ability to work under pressure.
You will play a key role in supporting both our clinical staff and patients to ensure an exceptional level of service.
Main duties of the job
The post holder will be
responsible for the management of the administration and reception teams
The post holder is responsible for
the coordination and completion of all work within administration and
reception.
The post holder will be responsible
for the HR management of their staff in line with practice policies and support
of the practice manager when required
The post holder will be
responsible for coordinating and structure of workflow duties for
administration/reception and medication teams
The post holder will play a
pivotal part of the complaints process, reviewing, investigating and responding
as appropriate
The post holder is responsible for
the efficient utilisation of appointment capacity on a day-to-day basis
The post holder is responsible for
the collection and production of admin activity data for performance and
process review
The post holder is responsible for
recruitment and development of administration and reception staff.
About us
Kings Medical Practice has a
great opportunity for an admin and reception manager to join our forward -thinking training
practice, in Normanton, just off the M62 corridor.
Our large modern building was
personally designed with the intention of hosting all services at one site, for
the benefit of patients and our staff and includes 24 fully air-conditioned
consulting rooms, an operating theatre, education suite along with ultrasound,
dermatology, neurosurgery, podiatry, community nursing and an NHS dentist.
We are focused on promoting
work-life balance for our staff to innovative role development and unique technological investment.
Our extensive pharmacy team lead
on all medication activity including acute and repeat prescribing,
reconciliation of medication, SMRs, promoting eRD and all quality initiatives.
We have invested in our acute
and emergency response service and now have a dedicated multidisciplinary team
of ANPs, PAs, and GPA supporting the GP.
The culture of training is a
core identity of the Practice and manifests across the MDT. Development is
actively encouraged with a strong ethos of growing our own.
Job description
Job responsibilities
Key Roles and Responsibilities:
- To make appointments, provide results, arrange ambulance bookings, manage home visit requests and deal with general enquiries.
- To provide on the job training for staff in all areas of office procedures and protocols
- To ensure all standard operating procedures are updated regularly for the administration teams
- Reviewing and monitoring call times and all workflows completed in accordance to practice protocols and contractual requirements
- Reviewing and adjusting work schedule in order to facilitate service demands
- To review and monitor work to ensure all task areas are completed and avoid delays, any risks identified to be escalated and a plan of action to be produced
- Review system to improve efficiencies of administrative procedures relating to your area of work
- Ensure data is entered accurately into clinical systems.
- Access and read patient case notes where the content can be distressing.
- Code complex specialties including deceased episodes of care.
- Identify inadequate source documentation and communicate with relevant health care professionals to rectify this.
To provide support on reception, on a rota basis, registering new patients, meet and greet, respond to clinicians requests during surgery
Collect payments from patients for non-NHS services
Summarise patient notes
Scanning of letters and actioning appropriately, including coding (where appropriately trained), filing, medication requests
Assisting with QOF work and any other initiatives run by the practice.
To support the office with all tasks as and when required
Contribute to premises security
Ensure open and proactive communications within all members of the team
Hold regular team meetings, agenda, minute, action plans
Hold One to One Meetings with staff
Able to work without direct supervision
Training and Education
To provide an educational plan for all staff training
To ensure all staff are compliant with their mandatory training and update the training matrix as required
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 will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They will 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.
Other
This is not an exhaustive list and may be changed in light of ever-changing service needs; national and local policy. Therefore, the job description will encompass any other duties deemed appropriate for the post holder within the scope of the post as determined by the partners. Any changes would be discussed fully with the post-holder
Job description
Job responsibilities
Key Roles and Responsibilities:
- To make appointments, provide results, arrange ambulance bookings, manage home visit requests and deal with general enquiries.
- To provide on the job training for staff in all areas of office procedures and protocols
- To ensure all standard operating procedures are updated regularly for the administration teams
- Reviewing and monitoring call times and all workflows completed in accordance to practice protocols and contractual requirements
- Reviewing and adjusting work schedule in order to facilitate service demands
- To review and monitor work to ensure all task areas are completed and avoid delays, any risks identified to be escalated and a plan of action to be produced
- Review system to improve efficiencies of administrative procedures relating to your area of work
- Ensure data is entered accurately into clinical systems.
- Access and read patient case notes where the content can be distressing.
- Code complex specialties including deceased episodes of care.
- Identify inadequate source documentation and communicate with relevant health care professionals to rectify this.
To provide support on reception, on a rota basis, registering new patients, meet and greet, respond to clinicians requests during surgery
Collect payments from patients for non-NHS services
Summarise patient notes
Scanning of letters and actioning appropriately, including coding (where appropriately trained), filing, medication requests
Assisting with QOF work and any other initiatives run by the practice.
To support the office with all tasks as and when required
Contribute to premises security
Ensure open and proactive communications within all members of the team
Hold regular team meetings, agenda, minute, action plans
Hold One to One Meetings with staff
Able to work without direct supervision
Training and Education
To provide an educational plan for all staff training
To ensure all staff are compliant with their mandatory training and update the training matrix as required
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 will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They will 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.
Other
This is not an exhaustive list and may be changed in light of ever-changing service needs; national and local policy. Therefore, the job description will encompass any other duties deemed appropriate for the post holder within the scope of the post as determined by the partners. Any changes would be discussed fully with the post-holder
Person Specification
Qualifications
Essential
- GCSE x 4 grade C or above or equivalent experience
- Management qualification or equivalent experience
Desirable
Knowledge and Skills
Essential
- Good knowledge of clinical/medical terminology.
- Good knowledge and use of information / informatics systems.
- Knowledge of the importance of confidentiality
- Able to use basic Microsoft applications i.e. word, excel.
- Good levels of numeracy and literacy skills.
- Ability to extract information from source records and translate into different electronic formats.
- Ability to work to a high degree of accuracy and attention to detail.
- Excellent interpersonal communication skills, written and verbal.
- Ability to work on own initiative to prioritise workload
Experience
Essential
- Worked in a health care environment.
- General office duties.
- Experience of decision making by own initiative and liaising with colleagues.
- Supervisory Experience
- Experience of managing complex coordinated workloads with time sensitive outcomes
Desirable
Personal Attributes
Essential
- Effective Team player.
- A flexible approach to working hours.
- Adaptable to change.
Person Specification
Qualifications
Essential
- GCSE x 4 grade C or above or equivalent experience
- Management qualification or equivalent experience
Desirable
Knowledge and Skills
Essential
- Good knowledge of clinical/medical terminology.
- Good knowledge and use of information / informatics systems.
- Knowledge of the importance of confidentiality
- Able to use basic Microsoft applications i.e. word, excel.
- Good levels of numeracy and literacy skills.
- Ability to extract information from source records and translate into different electronic formats.
- Ability to work to a high degree of accuracy and attention to detail.
- Excellent interpersonal communication skills, written and verbal.
- Ability to work on own initiative to prioritise workload
Experience
Essential
- Worked in a health care environment.
- General office duties.
- Experience of decision making by own initiative and liaising with colleagues.
- Supervisory Experience
- Experience of managing complex coordinated workloads with time sensitive outcomes
Desirable
Personal Attributes
Essential
- Effective Team player.
- A flexible approach to working hours.
- Adaptable to change.
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.
