Office Manager

Job description

Job responsibilities

Primary key responsibilities

The following are the core responsibilities of the Office Manager. 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 Office Manager is responsible for:

a. Overseeing the administration and support operations of the practice, ensuring staff achieve their primary responsibilities

b. Overseeing daily workflow processes

c. Line managing Patient Services team, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training

d. Completing staff appraisals for Patient Services team when due, welfare meetings for absence management. Involvement with the recruitment and onboarding processes for new staff members.

e. Identifying and delivering team training where required

f. Co-ordinate Patient Services teams leave (annual, sick etc)

g. Coordinating the provision of temporary administrative and reception staff, ensuring sufficient cover is provided for periods of leave and other staff absences

h. Updating the appointment system to reflect leave and other approved absences

i. Compiling staff rotas

j. Reviewing and updating all administrative and reception policies and procedures as required

k. Collating and reporting on appointment data, team activity and performance

l. Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation

m. Providing initial guidance and advice to patients who wish to verbally complain

n. Managing all deliveries to the practice, ensuring adherence to the cold chain policy as necessary

o. Acting as building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately

Secondary responsibilities

In addition to the primary responsibilities, the Office Manager may be requested to:

a. Schedule and take minutes for the Patient Participation Group meetings

b. Monitor and promote the use of the Friends and Family Test

c. Partake in audit as directed by the audit lead

d. Coordinate and produce meeting agendas and record the minutes of meetings

e. Support the practice manager in the maintenance of the practice website and social media accounts

f. Champion continuous improvement, encouraging staff to participate and make suggestions for CI initiatives

g. Assist with contractual targets

h. Supporting the management team in the compilation of practice reports and the practice development plan

i. Any other duties deemed appropriate to the role.

Person Specification

Qualifications

Essential

• GCSE English (C or above) and at least three others

Desirable

• Educated to A-level/equivalent or higher, with relevant experience
• AMSPAR qualification
• NVQ Level 2 in Health and Social Care
• Leadership and/or management qualification

Personal qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Initiative and judgement (knowing when to ask for help)
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a healthcare setting
• Experience of leading/managing a team

Desirable

• Experience of providing appraisal writing and staff development

Skills

Essential

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

Desirable

• EMIS user skills

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

Saddleworth Medical Practice

Address

Saddleworth Medical Practice

Smithy Lane

Uppermill

Oldham

OL3 6AH

Employer's website

https://www.saddleworthmedicalpractice.com/ (Opens in a new tab)