Job responsibilities
The
following are the core responsibilities of the Patient Services Manager (HR and
Admin). 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
Patient Services Manager (HR and Admin) is responsible for
Reception
Team Management
To provide
day-to-day support, leadership, first line management and guidance for the
practice reception team, ensuring an efficient and professional manner is
maintained and to provide cover to the reception team when needed.
Ensure all
reception and administrative duties are completed to the highest standard.
Monitor staff
attendance, sickness absence and annual leave.
To provide
communications between patients, doctors, and other staff.
Support the
Business Manager in the recruitment and induction of all new reception staff.
Ensure cover and
suitable contingency plans are in place for all leave, including unforeseen
absence.
Ensuring that Reception monthly team
meeting takes place, preparing agendas, chairing the meetings, and ensuring the
minutes are typed up and circulated in a timely manner.
Managing
the reception team, ensuring adequate cover is always available, producing
monthly rotas in advance.
Take
the lead role with managing our telephone system, ensuring that the practice is
fully utilising all functions of the system.
Ensuring that all calls are dealt with in line with practice policies
and procedures, using the system dashboard to monitor the daily activities.
HR
and Administration Support
Supporting
the Business Manager in the day-to-day operations of the practice, ensuring
staff achieve their primary responsibilities.
Providing
leadership and guidance to all staff ensuring that they adhere to policy and
procedure at all times.
Reviewing
and regularly updating job descriptions and person specifications ensuring all
staff are legally and gainfully employed.
Evaluating,
organising, and overseeing the staff induction programme.
Working
with the Business Manager to embed an effective staff appraisal process. Ensuring that any staff development needs
are met, and the appropriate training is put in place and regularly reviewed.
Implement
an effective practice and staff development plan is in place for all staff
(clinical and administrative) whilst maintaining a robust training record.
Support
the Business Manager in the reviewing and updating of practice policies and
procedures.
Ensuring
the staff implement the practice wide approach to the management of all patient
services matters.
Be
the first point of contact for the practice complaints procedure, ensuring
complaints are dealt with in a timely manner and, where necessary, escalated to
the next level where necessary.
Ensure
all staff are aware of the management of the premises, including health and
safety aspects and undertake risk assessments and mandatory training as
required.
Be
responsible for the practice petty cash system, ensuring that this balances,
all receipts are recorded correctly and undertaking any banking that is
required.
Support
the practice and management team with continuous improvement and change
initiatives.