Job summary
We are looking for an experienced member of GP admin staff to join our friendly and dynamic team. You will work alongside the Deputy Practice Manager are will be responsible for the day-to-day supervision and running of reception sites at all 4 locations, ensuring an effective running reception area and team. You will ensure all functions are carried out in accordance with agreed procedures, protocols and time-scales.
Main duties of the job
- Provide a leadership role for all reception & admin staff and ensure staff stay motivated.
- Act as a first port of call for all staff including clinicians and deal with any urgent queries thoroughly and efficiently.
- Induction and training of all new staff to agreed standards and act as mentor for new staff.
- Co-ordinate the clinics on a daily basis ensuring appointments are booked appropriately, oversee the clinical system and identify any flaws in capacity and look for methods to rectify these issues.
- Ensure the team leader daily check list is strictly followed.
- Manage any shortages of clinician staff and act appropriately to ensure cover is sought to fill any gaps that may compromise capacity.
- Manage staffing to ensure adequate levels are adhered to in the event of shortages for the admin team.
- Deal with more complex enquiries from patients and verbal complaints
- Continually assess and evaluate systems recommending changes and improvements to the practice manager as appropriate.
- Deal with general telephone enquiries from patients and general public
- Manage room allocation.
- Liaise with other members of primary care and outside agencies as required.
- Deal with simple IT problems and for more complex issues contact the GP IT department to solve the issue.
- The above list of duties is not exhaustive and may be subject to change as deemed necessary.
About us
The organisation is run by the Group Practice Director and a team of clinicians. The Receptionist (also titled - Patient Care Advisors) role is to work as a team carrying out administrative functions and booking daily appointments to GP's and other clinicians .
With our good strong team we operate and meet our targets and deadlines. We are a multiple award winning practice
Our approach is today's work is for today.
Safety & Service to our patients is our priority
Job description
Job responsibilities
- Provide a leadership role for all reception & admin staff and ensure staff stay motivated.
- Act as a first port of call for all staff including clinicians and deal with any urgent queries thoroughly and efficiently.
- Induction and training of all new staff to agreed standards and act as mentor for new staff.
- Co-ordinate the clinics on a daily basis ensuring appointments are booked appropriately, oversee the clinical system and identify any flaws in capacity and look for methods to rectify these issues.
- Ensure the team leader daily check list is strictly followed.
- Monitor admin areas and ensure scanning, registrations, filing and all areas of the reception are kept to an adequate standard.
- Manage any shortages of clinician staff and act appropriately to ensure cover is sought to fill any gaps that may compromise capacity.
- Manage staffing to ensure adequate levels are adhered to in the event of shortages for the admin team.
- As late duty manager complete an accurate daily check ensuring any capacity issues are highlighted and solutions offered.
- Deal with more complex enquiries from patients and verbal complaints
- Continually assess and evaluate systems recommending changes and improvements to the practice manager as appropriate.
- Deal with general telephone enquiries from patients and general public.
- Record messages for doctor, nurse and administrative staff.
- Manage room allocation.
- Liaise with other members of primary care and outside agencies as required.
- Manage the post systems both internal and external.
- Deal with simple IT problems and for more complex issues contact the GP IT department to solve the issue.
- The above list of duties is not exhaustive and may be subject to change as deemed necessary.
- Manage QOF Time Limited indicators
- Arrange baby clinic appointments
- Manage Private Medical Requests
- Prep Minor Surgery / Carpal Tunnel Service / Dermatology Clinics (Admin)
- Oversee all 4 sites Askern, Mexborough, Conisbrough & Denaby
Job description
Job responsibilities
- Provide a leadership role for all reception & admin staff and ensure staff stay motivated.
- Act as a first port of call for all staff including clinicians and deal with any urgent queries thoroughly and efficiently.
- Induction and training of all new staff to agreed standards and act as mentor for new staff.
- Co-ordinate the clinics on a daily basis ensuring appointments are booked appropriately, oversee the clinical system and identify any flaws in capacity and look for methods to rectify these issues.
- Ensure the team leader daily check list is strictly followed.
- Monitor admin areas and ensure scanning, registrations, filing and all areas of the reception are kept to an adequate standard.
- Manage any shortages of clinician staff and act appropriately to ensure cover is sought to fill any gaps that may compromise capacity.
- Manage staffing to ensure adequate levels are adhered to in the event of shortages for the admin team.
- As late duty manager complete an accurate daily check ensuring any capacity issues are highlighted and solutions offered.
- Deal with more complex enquiries from patients and verbal complaints
- Continually assess and evaluate systems recommending changes and improvements to the practice manager as appropriate.
- Deal with general telephone enquiries from patients and general public.
- Record messages for doctor, nurse and administrative staff.
- Manage room allocation.
- Liaise with other members of primary care and outside agencies as required.
- Manage the post systems both internal and external.
- Deal with simple IT problems and for more complex issues contact the GP IT department to solve the issue.
- The above list of duties is not exhaustive and may be subject to change as deemed necessary.
- Manage QOF Time Limited indicators
- Arrange baby clinic appointments
- Manage Private Medical Requests
- Prep Minor Surgery / Carpal Tunnel Service / Dermatology Clinics (Admin)
- Oversee all 4 sites Askern, Mexborough, Conisbrough & Denaby
Person Specification
Qualifications
Essential
- Experience of managing people
- Experience of working with teams
- Strong, effective verbal and written communication skills including a good telephone manner
- Able to manage communication at all levels
- Ability to organise time and workload effectively
- Evidence of good assessment and decision-making skills
- Ability to work in a customer service led environment
- Must be able to work efficiently alongside Deputy Practice Manager, as well as independently comfortable and confident with handling complaints and conflict resolution
- Approachable in offering support to colleagues
Desirable
- Previous GP / NHS experience
- NVQ Business Admin
- SystmOne
Person Specification
Qualifications
Essential
- Experience of managing people
- Experience of working with teams
- Strong, effective verbal and written communication skills including a good telephone manner
- Able to manage communication at all levels
- Ability to organise time and workload effectively
- Evidence of good assessment and decision-making skills
- Ability to work in a customer service led environment
- Must be able to work efficiently alongside Deputy Practice Manager, as well as independently comfortable and confident with handling complaints and conflict resolution
- Approachable in offering support to colleagues
Desirable
- Previous GP / NHS experience
- NVQ Business Admin
- SystmOne
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.
