Assistant Office Manager

Job description

Job responsibilities

The Assistant Office Manager is responsible for supervising and supporting the reception team, ensuring they achieve their primary responsibilities:

Assistant Office Manager

· Proactively monitoring activity on the practice appointment system to maximise appointment usage each day.

· Support alterations to practice appointment system during periods of clinical absence

· Providing to proactive support to administrative staff during periods of staff absence

· Produce, maintain and participate in the receptionist rota

· Deputise for the Office Manager during periods of absence

· Support reception staff development, providing guidance and direction, ensuring staff are up to date with mandatory training

· Identify and provide team training where required

· Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

· Carry out system searches as requested

Core administration responsibilities

· Signpost patients to the correct service

· Process personal, telephone and e-requests for appointments

· Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

· Initiating contact with and responding to, requests from patients, team members and external agencies

· Photocopy documentation as required

· Data entry of new and temporary registrations and relevant patient information as required

· Input data into the patient’s healthcare records as necessary

· Manage all queries as necessary in an efficient manner

· Monitor and maintain the reception area and notice boards

· Ensuring general office areas are kept tidy and safe in accordance with the Health and Safety and Fire policies. Reporting any defects or unsafe practices to the Practice Manager.

· Support all clinical staff with general tasks as request

· Completing opening and closing procedures in accordance practice policy

· Partake in audit as directed by the audit lead

· Answering general enquiries explaining surgery procedures, giving results to patients after the doctor has made the necessary comments, making new and follow-up appointments

· Receiving and recording requests for home visits.

· On a PLT day to ensure that telephone message is telling patients that we are closed for staff training. Also restoring telephone services in the morning after the PLT

· Ensuring that Practice Notes, Docman and AskMyGp messages are dealt in a timely manner and efficiently.

· Communicating information about any unresolved or urgent matter.

· Maintaining confidentiality regarding patient issues and the affairs of the practice

Other specific duties which may be allocated to individual team members

Person Specification

Qualifications

Essential

• Educated to GCSE grade A-C equivalent in Maths and English

Desirable

• IT literacy to European Computer Driving License Equivalent

Experience

Essential

• Experience of working in a primary care or health care setting

Desirable

• Emis user skills

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

The James Cochrane Practice

Address

Helme Chase Surgery

Burton Road

Kendal

Cumbria

LA9 7HR

Employer's website

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