Job summary
We are a forward-thinking practice looking for an enthusiastic
and committed Reception Team Leader to join our friendly team. The role is a
permanent position offering 35-37.5 hours per week, working Monday to Friday.
The successful candidate will have excellent leadership, inter-personal,
administrative, and organisational skills.
Applicants are required to have excellent computer and
communication skills, both face to face and telephone.
Applicants need to be smart, professional, friendly, reliable,
and punctual. You will need to work well under pressure, be able to multitask,
pay attention to detail and have excellent customer care skills.
Flexible working is essential which may include some weekend
working.
Experience of working in a GP practice is desirable but not
essential as training will be given to the right candidate.
Main duties of the job
To ensure the efficient running of the reception function at all times. Present a professional and positive impression of the practice to all patients and visitors to the practice. Work closely with the GPs, the practice manager and other teams to assist in the successful operation of all practice functions
1. Organise reception staff
- Ensure reception is adequately covered whenever the practice is open.
- Be familiar with all aspects of reception work, participate in the work rota and provide cover when necessary
- Delegate and organise the reception team to ensure all key tasks are performed in accordance with agreed time frames
- Manage the staff holiday rota
- Maintain reception staff absence records
- Undertake staff appraisals with reception staff
- Co-ordinate staff training for the reception team
- Lead by example and always act in a professional manner at all times when dealing with staff and patients.
- Hold team meetings when required
2. Manage the GP Appointments Rota
- Ensure all GP & nurse appointments are planned and available on SystmOne in advance. To ascertain individual GP requirements and take account of GP holidays and on-call commitments.
- Manage the appointment availability and ensure all appointments are booked.
- To book GP locums as requested by the practice manager or a GP partner
- To manage the practice stationery ordering and report IT problems to the helpdesk
About us
A large training practice in the city of
Nottingham,you will be leading
and working with a team of friendly experienced receptionists playing an
important part of a wider practice team providing a first-class professional
service to our patients.
It is very important that all staff work together as part of a
team and support one another. The team consists of 5 GPs, 1 Clinical
pharmacist, a nursing team of 4, 4 secretaries, 8 receptionists and 1 practice
manager.
We also work closely with our neighbouring practices within our PCN to
help deliver services to the wider patient population
Ongoing training will be given.
An attractive reward package with
membership to the NHS pension scheme
Job description
Job responsibilities
. Organise reception staff
- Ensure reception is adequately covered whenever the practice is open.
- Be familiar with all aspects of reception work, participate in the work rota and provide cover when necessary
- Ensure all key tasks are performed in accordance with agreed time frames
- Manage the staff holiday rota
- Maintain reception staff absence records
- Undertake staff appraisals with reception staff
- Immediately bring to the attention of the Practice Manager any disciplinary or grievance issues
- Manage the reception team in line with the agreed protocol for overtime/ lieu time i.e. seek prior approval with the practice manager before time is worked.
- Lead by example and always act in a professional manner at all times when dealing with staff and patients.
2. Manage the GP Appointments Rota
- Ensure all GP & nurse appointments are planned and available on SystmOne in advance. To ascertain individual GP requirements and take account of GP holidays and on-call commitments.
- To notify practice manager/ nurse manager of appointment availability problems as soon as they become apparent.
- To book GP Locums as requested by the practice manager or a GP partner.
- To ensure patients are given sufficient notice, (via posters), of agreed practice closures.
3. Manage patient database
- Ensure systems are in place for maintaining the accuracy of patient personal details
- Ensure new patient registrations and deductions are processed in an accurate and timely fashion
- Ensure Temporary Residents and those patients requiring immediate and necessary treatment are dealt with in accordance with agreed procedures.
- Manage patient DNAs (Did Not Attend) in accordance with agreed procedures
5. Manage systems & procedures
- Collate requests & order office stationery on a monthly basis
- Ensure all forms used by the practice are up to date, legible and sufficient stocks are always available
- Routine statistical / financial claims for the practice manager
6. To provide assistance to the practice manager as required, including cover for holidays. This includes:
Reporting IT problems to the Helpdesk
- Acting as first point of contact for low level complaints, speaking to patients with complaints (on the phone or in reception)
- Assisting staff with smartcard problems
7. Other delegated duties
- Ensure claims and data returns are submitted accurately and in a timely manner
Job description
Job responsibilities
. Organise reception staff
- Ensure reception is adequately covered whenever the practice is open.
- Be familiar with all aspects of reception work, participate in the work rota and provide cover when necessary
- Ensure all key tasks are performed in accordance with agreed time frames
- Manage the staff holiday rota
- Maintain reception staff absence records
- Undertake staff appraisals with reception staff
- Immediately bring to the attention of the Practice Manager any disciplinary or grievance issues
- Manage the reception team in line with the agreed protocol for overtime/ lieu time i.e. seek prior approval with the practice manager before time is worked.
- Lead by example and always act in a professional manner at all times when dealing with staff and patients.
2. Manage the GP Appointments Rota
- Ensure all GP & nurse appointments are planned and available on SystmOne in advance. To ascertain individual GP requirements and take account of GP holidays and on-call commitments.
- To notify practice manager/ nurse manager of appointment availability problems as soon as they become apparent.
- To book GP Locums as requested by the practice manager or a GP partner.
- To ensure patients are given sufficient notice, (via posters), of agreed practice closures.
3. Manage patient database
- Ensure systems are in place for maintaining the accuracy of patient personal details
- Ensure new patient registrations and deductions are processed in an accurate and timely fashion
- Ensure Temporary Residents and those patients requiring immediate and necessary treatment are dealt with in accordance with agreed procedures.
- Manage patient DNAs (Did Not Attend) in accordance with agreed procedures
5. Manage systems & procedures
- Collate requests & order office stationery on a monthly basis
- Ensure all forms used by the practice are up to date, legible and sufficient stocks are always available
- Routine statistical / financial claims for the practice manager
6. To provide assistance to the practice manager as required, including cover for holidays. This includes:
Reporting IT problems to the Helpdesk
- Acting as first point of contact for low level complaints, speaking to patients with complaints (on the phone or in reception)
- Assisting staff with smartcard problems
7. Other delegated duties
- Ensure claims and data returns are submitted accurately and in a timely manner
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Leadership programme or qualification
- Committed to achieving a NVQ in reception. administration
Experience
Essential
- Experience of working in a customer facing environment
- Ability to delegate work to receptionists
- Experience of working in a high pressure environment
- Demonstrate the ability to use own initiative
- Ability to handle and defuse patient complaints
- Work accurately
Desirable
- Experience of working in a GP practice or primary care environment
- Evidence of good organisational skills
- SystmOne experience
Teamwork
Essential
- Ability to work as part of a team
- To work flexibly within a team
Desirable
- previous experience of working within a multi-disciplinary team
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Leadership programme or qualification
- Committed to achieving a NVQ in reception. administration
Experience
Essential
- Experience of working in a customer facing environment
- Ability to delegate work to receptionists
- Experience of working in a high pressure environment
- Demonstrate the ability to use own initiative
- Ability to handle and defuse patient complaints
- Work accurately
Desirable
- Experience of working in a GP practice or primary care environment
- Evidence of good organisational skills
- SystmOne experience
Teamwork
Essential
- Ability to work as part of a team
- To work flexibly within a team
Desirable
- previous experience of working within a multi-disciplinary team
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.
