Reception Team Leader

Job description

Job responsibilities

The following are the core responsibilities of the Receptionist Team Leader. 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 Receptionist Team Leader is responsible for supervising and supporting the reception team, ensuring they achieve their primary responsibilities:

a. Producing and maintaining the staff rota always ensuring cover where possible.

b. Process personal, telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Care navigate patients to the correct service

e. Initiating contact with and responding to, requests from patients, team members and external agencies

f. Photocopy documentation as required

g. Data entry of new and temporary registrations and relevant patient information as required

h. Input data into the patients healthcare records as necessary

i. Manage all queries as necessary in an efficient manner

j. Carry out system searches as requested

k. Maintain a clean, tidy, effective working area at all times

l. Monitor and maintain the reception area and notice boards

m. Complete monthly prescribing return

n. Manage stock control for non-clinical items and order as required

o. Ensure reception staff are up to date with mandatory training

p. Keep up to date with own mandatory training and personal development

q. Supporting new members of the team and undertaking staff training

r. Act as trouble shooter for any IT issues

s. Monitor reception inboxes and tasks on a regular basis

t. Act as first point of contact for reception and admin team queries

u. Support all clinical staff with general tasks as requested

v. Updating the Care Navigation folders as and when required

w. Completing opening and closing procedures in accordance practice policy.

In addition to the primary responsibilities, the Receptionist Team Leader may be requested to:

Support the Reception Manager as and when required

As and when requested display promotional material on the allocated noticed boards and in the waiting room.

Ensuring all reception staff are kept appraised of relevant information and changes.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent including Mathematics and English

Skills

Essential

• Able to communicate effectively with other team members
• Able to communicate effectively with patients and carers
• Able to recognise peoples needs for alternative methods of communication and respond accordingly.
• Able to work independently and manage own workload
• Demonstrable experience of effective planning and organisation skills to deliver targets to deadlines
• Able to analyse and interpret information and present results in a clear and concise manner

Experience

Essential

• Experience of reception duties
• 12 Months Administration Experience
• Experience of managing a team
• Experience of working with the general public

Desirable

• Experience of using EMIS and Docman
• Experience of working in a healthcare setting

Personal Attributes

Essential

• Creative, flexible and sensitive approach to working with people with diverse support needs
• Ability to motivate people
• Able to work independently and as part of a team

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

Surrey Heath Community Provider Ltd

Address

Camberley Health Centre

159 Frimley Road

Camberley

Surrey

GU15 2QA

Employer's website

https://www.surreyheathcommunityproviders.co.uk/ (Opens in a new tab)