Job summary
We are looking for a motivated and organised Reception Supervisor to join our busy GP practice. This is a key role combining hands-on reception duties with day-to-day team supervision. You will lead a small team at your designated site, ensuring smooth front desk operations, managing staff rotas, and working collaboratively with fellow supervisors across our four practice locations. If you thrive in a fast-paced healthcare environment and have a passion for team coordination and excellent patient service, wed love to hear from you.
Main duties of the job
As Reception Supervisor, you will carry out all core reception duties including answering calls, booking appointments, and handling patient enquiries, while also supervising a small team of receptionists. You will be responsible for managing staff rotas, monitoring workload to ensure timely and accurate completion of tasks such as referrals, and overseeing annual leave and sickness cover. The role involves working closely with other reception supervisors across four sites to ensure consistent service delivery and effective cross-site coordination. You will also act as the key point of contact for any premises or operational issues at your site, liaising with management as required.
About us
We are part of a multi-site GP practice with a team-based structure to ensure smooth, high-quality care. Each site includes GPs, nurses, and healthcare assistants (HCAs) who work together to support patients. The practice is overseen by a central management team, with a Practice Manager leading overall operations and Site Managers handling day-to-day running at each location. Reception and admin staff support patients and clinicians, ensuring consistency and coordination across all sites.
Job description
Job responsibilities
Key Responsibilities:
Reception Duties:
- Carry out all day-to-day reception tasks, including answering phones, booking appointments, greeting patients, processing prescriptions, and managing patient queries.
- Ensure high standards of customer service and patient confidentiality at all times.
- Support and guide reception staff during busy periods or when complex issues arise.
Team Supervision:
- Supervise a small team of receptionists at your site, providing direction, support, and on-the-job training as needed.
- Organise and manage the reception rota to ensure appropriate cover during operating hours.
- Monitor performance, provide feedback, and contribute to staff appraisals as required.
Workforce Management:
- Manage annual leave and sickness absences for your reception team.
- Maintain clear records and liaise with management to ensure adequate staffing levels at all times.
Operational Coordination:
- Collaborate with reception supervisors at the other three sites to ensure consistency of service, cross-site cover, and best practice sharing.
- Monitor reception team workload and track key tasks (e.g., referrals, document processing) to ensure they are completed accurately and within required timeframes.
- Work proactively to identify any delays, errors, or process gaps and resolve these effectively.
Premises Liaison:
- Act as the first point of contact for any premises-related or operational issues at your site.
- Liaise with the Practice Manager or relevant departments to report and escalate facilities or systems issues as needed.
- Ensure the reception area is safe, clean, and welcoming at all times.
Job description
Job responsibilities
Key Responsibilities:
Reception Duties:
- Carry out all day-to-day reception tasks, including answering phones, booking appointments, greeting patients, processing prescriptions, and managing patient queries.
- Ensure high standards of customer service and patient confidentiality at all times.
- Support and guide reception staff during busy periods or when complex issues arise.
Team Supervision:
- Supervise a small team of receptionists at your site, providing direction, support, and on-the-job training as needed.
- Organise and manage the reception rota to ensure appropriate cover during operating hours.
- Monitor performance, provide feedback, and contribute to staff appraisals as required.
Workforce Management:
- Manage annual leave and sickness absences for your reception team.
- Maintain clear records and liaise with management to ensure adequate staffing levels at all times.
Operational Coordination:
- Collaborate with reception supervisors at the other three sites to ensure consistency of service, cross-site cover, and best practice sharing.
- Monitor reception team workload and track key tasks (e.g., referrals, document processing) to ensure they are completed accurately and within required timeframes.
- Work proactively to identify any delays, errors, or process gaps and resolve these effectively.
Premises Liaison:
- Act as the first point of contact for any premises-related or operational issues at your site.
- Liaise with the Practice Manager or relevant departments to report and escalate facilities or systems issues as needed.
- Ensure the reception area is safe, clean, and welcoming at all times.
Person Specification
Experience
Essential
- Previous experience in a reception or administrative role
- Supervisory or team leadership experience
- Excellent communication and interpersonal skills
- Ability to manage rotas and coordinate staffing
- Strong organisational and multitasking skills
- IT literate -familiarity with clinical systems such as EMIS
Desirable
- Experience working in a healthcare or GP practice setting
Person Specification
Experience
Essential
- Previous experience in a reception or administrative role
- Supervisory or team leadership experience
- Excellent communication and interpersonal skills
- Ability to manage rotas and coordinate staffing
- Strong organisational and multitasking skills
- IT literate -familiarity with clinical systems such as EMIS
Desirable
- Experience working in a healthcare or GP practice setting
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.