Office Manager (GP Surgery)

Job description

Job responsibilities

The Office Manager is responsible for:

1 This position is Team Lead for the Patient Services. The department includes Patient Navigators (Receptionists) and Administrators.

2 The Office Manager will oversee the service provided to our patients, ensuring the Patient Services team achieve their primary responsibilities in an efficient, professional, friendly manner, whilst being an active team member involved with Reception duties on a day to day basis.

3 To support staff with team development, providing guidance, direction and encouragement.

4 To ensure all relevant protocols, policies and SOPs are regularly reviewed and accurate and that all team members are up to date with their mandatory training.

5 Identify and deliver team training where required.

6 Act as a focal point for communication, advising the Patient Services team on methods of communication and best practice, keeping them up to date with any changes to processes.

7 Completing staff appraisals for the team when due, 1-2-1s for absence management if required. Involvement with the recruitment and onboarding processes for new staff members.

8 Manage the rotas for the Patient Services team, ensuring sufficient cover is in place for periods of leave, sickness and or other staff absences, and that all absence and holiday is reflected and authorised on Teamnet.

9 Compiling staff rotas and assisting the Practice Manager with clinical rotas as and when required.

10 Supporting the Practice Manager in the compilation of practice reports and practice development/projects as and when requested.

11 Dealing with AskmyGP requests including involvement in the daily clinical huddle regarding these requests with training.

12 Provide initial guidance and advice to patients who may wish to complain.

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

14 Act as building fire marshall, ensuring evacuation lists are current and that the visitors log is used appropriately

15 Responsible for Reception petty cash and over the counter payments.

General Responsibilities other:

a. Ensure all Practice records, (paper and IT) are accurate and updated in a timely manner

b. Ensure all statutory regulations, (e.g. Health & Safety, COSHH, etc) are implemented and adhered to at all times including being one the Practices fire wardens.

c. General housekeeping (e.g. keeping reception and waiting areas tidy)

d. Attend and participate in staff and Practice meetings and in-house clinical training sessions

e. Any other reasonable duties as necessary

Person Specification

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Initiative and judgement (knowing when to ask for help)
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Maintains confidentiality at all times

Experience

Essential

• Experience working with the general public.
• Experience of administrative duties.
• Experience of working in a health care setting.

Desirable

• Experience of leading/managing a team.
• Experience of providing appraisal writing and staff development.

Qualifications

Essential

• GCSE English and Maths (C or above) and at least 3 others

Desirable

• Educated to A-level/equivalent or higher with relevant experience
• Leadership and or Management Qualification

Skills

Essential

• Excellent communication skills (written and oral)
• Good IT skills (generic)
• Clear, polite telephone manner
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Experience using clinical systems

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.

Employer details

Employer name

Ruskington Medical Practice

Address

6 Brookside Close

Ruskington

Sleaford

Lincolnshire

NG34 9GQ

Employer's website

https://ruskingtonmedicalpractice.co.uk/ (Opens in a new tab)