Job summary
We are a GP Surgery with a practice list size of 8000 patients who are looking for a full-time Reception Manager to work with our friendly and supportive team.
This is a full time position, hours to be agreed.
The successful applicant will manage all Reception administration areas and our reception staff within the practice on a day to day basis.
A standard Disclosure and Barring Service check will be carried out as part of our recruitment procedures and also regularly during employment. The responsibility for payment of this lies with the Practice.
It is a requirement that safeguarding training will remain up to date and the safeguarding policies and procedures in place within the Practice will be adhered to during employment.
Main duties of the job
Responsible for delegating, overseeing and managing the workload of the Receptionist team as well as providing support and training to these staff.
Responsible for the management of the reception staff rota andensuring the smooth running of all designated Reception areas.
To carry out receptionist duties when required/necessary to do so.
To pro-actively work to diffuse complaints at an early stage at Reception.
To work with the Practice Manager to ensure that the Practice fulfils its CQC requirements and staff receive all necessary training.
To undertake a variety of administrative duties to assist in the smooth running of the Practice.
About us
We are a friendly and well established GP Practice in Willenhall with a list size of approximately 8000 patients.
Job description
Job responsibilities
- Ensure adequate staffing levels across multiple areas in line with agreed policy liaising with Office Co-ordinator/Business Manager if needed.
- Deal with general day-to-day queries from staff members.
- Liaise closely with the Practice Manager to ensure tasks associated with the Reception administrator teams are appropriately delegated to those with the skills, abilities and time to undertake them.
- Work closely with the Practice Manager and others to evaluate staffing training requirements associated with Reception.
- Manage the various appointments, in line with agreed policies.
- Work under the direction of the Practice Manager, in the handling of patient complaints.
- Assist in the organising of clinics being held by staff not employed by the Practice.
- Liaise as required with the Practice Manager, on any upcoming projects.
- Ensure all visitors are signing in and out following Practice procedures.
- Continually assess and evaluate systems recommending changes and improvements to the Practice Manager as appropriate.
- Promptly notify relevant staff of deliveries received and ensure the deliveries are dealt with in a timely manner.
- Actively ensure all Reception areas and waiting areas are kept free of clutter, clean and tidy.
- Take responsibility for ensuring the close down of the Practice is adequately completed following all protocols and that the clinical rooms are left clear and tidy with no patient data.
- Ensure all issues raised by other staff are investigated and dealt with and reported to the Practice Manager.
- Identify areas where further training/systems/improvements are needed and ensure action is taken and changes implemented.
- Take responsibility for the security of prescriptions, including the receiving of deliveries, storage and logging.
- Carry out daily brief staff updates at Practice opening times and shift handover and update the Reception communication board regularly.
- Follow all reasonable management requests from the partners or higher management team.
- Involvement in the recruitment process for new members of the reception team, from evaluating staffing requirements through to the employees first day, liaising with the Practice Manager as required.
- Develop, arrange and carry out/oversee staff induction, training and development opportunities for the reception team, liaising with the Practice Manager to ensure staff are appropriately trained to fulfil their roles and to maximise opportunities for motivating staff to fulfil their potential.
- Deal with change of hours requests in conjunction with the Practice Manager.
- Work closely with the Practice Manager to involve staff as appropriate in the introduction of change.
- Assisting with Disciplinary and Grievance procedures, this could include investigations, meetings and note taking.
- Organise and manage inductions for new staff in the reception team.
- Assist the Practice Manager in ensuring all policies and procedures are up to date relating to Reception team, ensuring that all relevant staff have read the policies.
- Deal with requests for annual leave/TOIL/time off for other reasons, authorising or rejecting any requests in line with the Staff Handbook and in discussion with the Practice Manager as appropriate.
Job description
Job responsibilities
- Ensure adequate staffing levels across multiple areas in line with agreed policy liaising with Office Co-ordinator/Business Manager if needed.
- Deal with general day-to-day queries from staff members.
- Liaise closely with the Practice Manager to ensure tasks associated with the Reception administrator teams are appropriately delegated to those with the skills, abilities and time to undertake them.
- Work closely with the Practice Manager and others to evaluate staffing training requirements associated with Reception.
- Manage the various appointments, in line with agreed policies.
- Work under the direction of the Practice Manager, in the handling of patient complaints.
- Assist in the organising of clinics being held by staff not employed by the Practice.
- Liaise as required with the Practice Manager, on any upcoming projects.
- Ensure all visitors are signing in and out following Practice procedures.
- Continually assess and evaluate systems recommending changes and improvements to the Practice Manager as appropriate.
- Promptly notify relevant staff of deliveries received and ensure the deliveries are dealt with in a timely manner.
- Actively ensure all Reception areas and waiting areas are kept free of clutter, clean and tidy.
- Take responsibility for ensuring the close down of the Practice is adequately completed following all protocols and that the clinical rooms are left clear and tidy with no patient data.
- Ensure all issues raised by other staff are investigated and dealt with and reported to the Practice Manager.
- Identify areas where further training/systems/improvements are needed and ensure action is taken and changes implemented.
- Take responsibility for the security of prescriptions, including the receiving of deliveries, storage and logging.
- Carry out daily brief staff updates at Practice opening times and shift handover and update the Reception communication board regularly.
- Follow all reasonable management requests from the partners or higher management team.
- Involvement in the recruitment process for new members of the reception team, from evaluating staffing requirements through to the employees first day, liaising with the Practice Manager as required.
- Develop, arrange and carry out/oversee staff induction, training and development opportunities for the reception team, liaising with the Practice Manager to ensure staff are appropriately trained to fulfil their roles and to maximise opportunities for motivating staff to fulfil their potential.
- Deal with change of hours requests in conjunction with the Practice Manager.
- Work closely with the Practice Manager to involve staff as appropriate in the introduction of change.
- Assisting with Disciplinary and Grievance procedures, this could include investigations, meetings and note taking.
- Organise and manage inductions for new staff in the reception team.
- Assist the Practice Manager in ensuring all policies and procedures are up to date relating to Reception team, ensuring that all relevant staff have read the policies.
- Deal with requests for annual leave/TOIL/time off for other reasons, authorising or rejecting any requests in line with the Staff Handbook and in discussion with the Practice Manager as appropriate.
Person Specification
Experience
Essential
- Experience of working within and NHS organisation
Desirable
- Experience of working within General practice
Person Specification
Experience
Essential
- Experience of working within and NHS organisation
Desirable
- Experience of working within General practice
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.