Job responsibilities
JOB DESCRIPTION
JOB TITLE: Office Supervisor
REPORTS TO: OPERATION MANAGER
HOURS: 37.5 hours per week
Job summary:
This role is primarily line managing the practice administration and reception team, carrying out day to day activities to ensure the smooth running of the admin office and two reception desks
The successful candidate must be able to work on their own initiative and have supervisory experience, along with strong IT skills. You must be organised and confident and have a friendly and approachable manner and can work under pressure
Work with the operations manager to identify areas of improvement. Support in the running of elements and services within the practice e.g compliance with CQC, Health and Safety, audits etc
Job responsibilities:
Be an experienced manager/leader of staff
Ensure all administration duties are completed to the highest standard
Support the Operations Manager in the recruitment and induction of all new administration staff
Report and liaise with the Operations Manager re any significant events in the admin team
Be able to maintain clinical databases
Set up and maintain new users according to practice protocol, ensuring they have access to required applications
Troubleshoot IT problems and identify solutions. Where appropriate, report IT faults to appropriate suppliers helpdesk
Support and assist the admin and reception team with all aspects of their jobs and have a good understanding of the different jobs and tasks the team need to be able to complete on a regular basis that form part of running a successful surgery.
Responsible for the smooth running of System one, Accurx, phone system, all internal computer software.
Ensuring the smooth running of the administration team and ensure all administrative staff are trained in their specific role and any other tasks given. Attending all mandatory training
Ensure all administration work including coding, scanning and summarising is completed in a timely manner
Training support and mentoring admin team
Ensure new staff have all the passwords they may need, know how to log on to the desktop, can use any applications they require and that they understand the practices protocol on data security
Monthly meetings to be held for the ongoing support and growth of the administration team
Ensure security of data in accordance with the Data Protection Act
Any other duties commensurate with skills and responsibilities.
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They
do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures re: confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Actively reporting of health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
Apply practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate
This job description is not exhaustive.