Reception Supervisor

Job description

Job responsibilities

The following are the core responsibilities of the Reception Supervisor. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Reception Supervisor is responsible for supervising and supporting the reception team, ensuring they achieve their primary responsibilities.

Core Responsibilities

a. Maintaining and monitoring the practice appointment system

b. Maintaining and monitoring emails and electronic communications to the practice.

c. Process personal, telephone and e-requests for appointments

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

e. Signpost patients to the correct service

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

g. SNOMED coding data on EMIS

h. Photocopy documentation as required

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

j. Input data into the patient’s healthcare records as necessary

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

l. Manage all queries as necessary in an efficient manner

m. Carry out system searches as requested

n. Maintain a clean, tidy, effective working area at all times

o. Monitor and maintain the reception area and notice boards

p. Support all clinical staff with general tasks as requested

Secondary Responsibilities

In addition to the primary responsibilities, the senior receptionist may be requested to:

a. Partake in audit as directed by the audit lead

b. Providing support to other administrative staff during periods of staff absence.

c. Produce, maintain and participate in the receptionist rota for lunch and out of hours cover

d. Deputise for the Operation Manager during periods of absence

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

f. Identify and provide team training where required.

g. Support the Operation Manager in producing and maintaining the duty rota, completing opening and closing procedures in accordance practice policy

h. As required support Prescribing doctor in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

i. Support the secretaries with all Patient Participation Group related matters

j. Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room

Person Specification

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of administrative duties
• Experience of working in a health care setting

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• EMIS user skills

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics & English (C or above)
• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

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

Suttons Wharf Health Centre

Address

26 Palmers Road

London

E20FA

Employer's website

https://www.suttonswharfhealthcentre.nhs.uk/ (Opens in a new tab)