Job summary
NTGP has a fantastic opportunity for a Office Manager to join our multi-disciplinary team. The position will require working from both locations (on different days).
Can you provide efficient, high quality people management? Do you have the organisational skills to support a large Administration team? If so, this is the job for you!
Our Office Manager will be responsible for the provision of effective administrative support to the practice, to ensure the service is well organised and efficiently run and to work with the Senior Management Deputy Team Manager in the management of services and staff.
You will have delegated responsibility for the development and management of administrative and reception staff, acting as line manager.
Main duties of the job
- Acting as line manager for administrative and reception staff
- Overseeing day to day activities with the support of Assistant Practice Manager
- Managing clinical and staff rota and ensuring appropriate cover is in place
- Dealing with patient complaints and queries.
- Ensuring all administrative processes and procedures are implemented in the practice and monitoring at regular intervals
- Managing workflows in the practice that includes (but not limited to) assigning workflows to staff, training and preparing access for new starters stocks checks, PCSE registration management etc.
- Day to day activities in the practice
About us
We are large forward thinking practice of 15,000 patients, providing quality healthcare and outcomes for our patients in the North Trafford area. We operate from two sites Chester Road and Seymour Grove.
We are looking for the right candidate to join our Management Team.
At NTGP we offer a wide range of benefits designed to support your career and wellbeing. These include:
- Excellent opportunities for career progression
- Individual and Practice wide learning and development
- 25 days annual leave, plus bank holidays on pro-rata basis
- NHS Discount based on your smart card
- Pension scheme
- Employee Assistance Programme
- Staff networking and support groups
Our practice has been rated as Good by the CQC and we take pride in delivering quality care to our patients and have a strong training and personal development ethos. We are part of North Trafford Primary Care Network one of the partners is the Clinical Director.
We are using EMIS Web and DOCMAN as our clinical system along with Ask My GP to provide digital platform to our patient
Job description
Job responsibilities
Main Responsibilities
- Acting as line manager for administrative and reception staff
- Overseeing day to day activities with the support of Assistant Practice Manager
- Managing clinical and staff rota and ensuring appropriate cover is in place
- Dealing with patient complaints and queries.
- Ensuring all administrative processes and procedures are implemented in the practice and monitoring at regular intervals
- Managing workflows in the practice that includes (but not limited to) assigning workflows to staff, training and preparing access for new starters stocks checks, PCSE registration management etc.
- Acting as Safeguarding non-clinical lead for the practice
- Day to day activities in the practice
General Administration Management:
- Maintaining absence records, TeamNet documentation, and workforce management systems.
- Managing administrative staff, including rotas, sickness, absence, and training.
- Ensuring sufficient staffing
- Weekly checks of inventory and preparing list of items to be ordered.
- Managing correspondence, including emergency and urgent contact.
- Attending meetings
- Ensuring computerised patient records are maintained.
Training & Development:
- Inducting new staff on local policies, health & safety, and administration systems.
- Ensuring admin staff attend mandatory training.
- Attending mandatory and other relevant training courses.
Administrative Role:
- Contributing to administrative tasks, dealing with patient queries, data entry, and written communication.
- Assisting in service development and coordinating different work streams.
- Helping the Senior Management Team with diary and event management.
Dealing with Complaint
- Be first contact for dealing with patient queries.
- Dealing with patient complaints, following NHS guidance.
Job description
Job responsibilities
Main Responsibilities
- Acting as line manager for administrative and reception staff
- Overseeing day to day activities with the support of Assistant Practice Manager
- Managing clinical and staff rota and ensuring appropriate cover is in place
- Dealing with patient complaints and queries.
- Ensuring all administrative processes and procedures are implemented in the practice and monitoring at regular intervals
- Managing workflows in the practice that includes (but not limited to) assigning workflows to staff, training and preparing access for new starters stocks checks, PCSE registration management etc.
- Acting as Safeguarding non-clinical lead for the practice
- Day to day activities in the practice
General Administration Management:
- Maintaining absence records, TeamNet documentation, and workforce management systems.
- Managing administrative staff, including rotas, sickness, absence, and training.
- Ensuring sufficient staffing
- Weekly checks of inventory and preparing list of items to be ordered.
- Managing correspondence, including emergency and urgent contact.
- Attending meetings
- Ensuring computerised patient records are maintained.
Training & Development:
- Inducting new staff on local policies, health & safety, and administration systems.
- Ensuring admin staff attend mandatory training.
- Attending mandatory and other relevant training courses.
Administrative Role:
- Contributing to administrative tasks, dealing with patient queries, data entry, and written communication.
- Assisting in service development and coordinating different work streams.
- Helping the Senior Management Team with diary and event management.
Dealing with Complaint
- Be first contact for dealing with patient queries.
- Dealing with patient complaints, following NHS guidance.
Person Specification
Experience
Essential
- Experience of organising and managing an reception and administrative staff
- Dealing with complaints
- Experience of managing staff
- Experience of dealing with complex and challenging situations
- Managing clinical and staff rotas
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
- Previous NHS experience
Qualifications
Essential
- Able to demonstrate good interpersonal and communication skills
- High levels of Knowledge of Computer systems
- Ability to manage and prioritise own workload
Desirable
- - Working experience in General Practice
- - Ability to use Patient related electronic record systems.
- - Ability to cope effectively under pressure/with distractions.
Person Specification
Experience
Essential
- Experience of organising and managing an reception and administrative staff
- Dealing with complaints
- Experience of managing staff
- Experience of dealing with complex and challenging situations
- Managing clinical and staff rotas
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
- Previous NHS experience
Qualifications
Essential
- Able to demonstrate good interpersonal and communication skills
- High levels of Knowledge of Computer systems
- Ability to manage and prioritise own workload
Desirable
- - Working experience in General Practice
- - Ability to use Patient related electronic record systems.
- - Ability to cope effectively under pressure/with distractions.
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.