Reception Manager

Primary Integrated Community Services

Information:

This job is now closed

Job summary

Are you looking to progress your career into a management role? We are seeking an individual with a strong experience working in patient facing administrative roles, ideally in a GP Practice or healthcare setting to become our Reception Manager at Hama Medical Centre to work 35 hours per week. You will be self-motivated and have the ability to lead a team of receptionists to provide a high quality patient experience to over 5200 patients.

Main duties of the job

KEY RESPONSIBILITIES

  • Produce, maintain, and participate in the receptionist rota for lunch and out of hours cover
  • Maintaining and monitoring the practice appointment system – this includes putting on rotas for all clinicians and for any ad hoc clinics which are held at the practice by other service providers
  • Support and train receptionists as required

KEY REQUIREMENTS

  • Good standard of education in Mathematics or English
  • Experience of working with the general public – preferably in a health care setting
  • Experience of administrative duties

About us

BENEFITS OF WORKING FOR PICS

We offer a comprehensive package which includes:

  • Part of a team of experienced practitioners and supported by a Practice Manager who will help support your professional development
  • Part of the NHS Pension Scheme or an alternative government-based scheme (based on eligibility) with generous employer contributions
  • Competitive salaries with clear progression pathways – referenced to NHS Agenda for Change
  • Fully integrated with NHS IT systems
  • Generous annual leave entitlement which references NHS Agenda for Change and recognises previous NHS service
  • On appointment – 27 days plus 8 days bank holiday entitlement
  • After 5 years – 29 days plus 8 days bank holiday entitlement
  • After 10 years – 33 days plus 8 days bank holiday entitlement
  • Competitive leave entitlement that includes sickness pay and maternity leave
  • Join a caring culture and a company of can-do experts

Job description

Job responsibilities

JOB PURPOSE

To be responsible for the leadership and supervision of a team of receptionists, ensuring all reception duties are performed effectively and to the required standard, meeting the objectives of the practice.

Support the practice in promoting EDI, Quality & CI, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and carry out other duties as directed by the management team.

KEY RESPONSIBILITIES

Primary responsibilities:

The following are the core responsibilities of the Reception 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 Reception Manager is responsible for supervising and supporting the reception team, ensuring they achieve their primary responsibilities:

  • Produce, maintain, and participate in the receptionist rota for lunch and out of hours cover
  • Maintain and monitor the practice appointment system – this includes putting on rotas for all clinicians and for any ad hoc clinics which are held at the practice by other service providers
  • Support and train receptionists as required
  • Write standard Operating Procedures if required for a process for the reception team
  • Produce and maintain the duty rota, complete opening and closing procedures in accordance practice policy
  • Room booking within the practice and for providing monthly statistics to the management team to allow for internal recharges to be made
  • Process personal, telephone and e-requests for appointments
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
  • To use one’s initiative when booking patients, being mindful of patients’ individual needs and requirements.
  • Oversee the generic email account for the practice to ensure any INR results are dealt with immediately, and home visits are booked when requested.
  • Oversee and manage information technology in respect of electronic prescription service (EPS) and other reception related software and hardware issues
  • Signpost patients to the correct service should resources be limited at the practice
  • Initiate contact with, and responding to, requests from patients, team members and external agencies
  • Read code data on SystmOne
  • Photocopy documentation as required
  • Provide on-line registration information to patients and to promote this, aiming for a 75% of patients to be signed up for online services
  • Data entry of new and temporary registrations and relevant patient information as required, including asylum seeks and homeless
  • Resolving any data entry queries form PCSE relating to registrations including missing NHS numbers
  • Input data into the patient’s healthcare records as necessary
  • Signposting patients’ requests for information i.e., SAR, insurance / solicitors’ letters and DVLA forms to the medical secretary ensuring that these are logged accurately and charges for these are relayed to those requesting information
  • Manage all queries as necessary in an efficient manner
  • Carry out system searches as requested
  • Maintain a clean, tidy, effective working area at all times
  • Monitor and maintain all non-clinical patient waiting areas and notice boards
  • Support all clinical staff with general tasks as requested
  • Be the first line of contact for patient concerns and complaints, diffusing difficult and challenging situations
  • Attend the clinical meetings and practice meetings and disseminate information to the reception team members
  • Attend staff meetings and minute take as required
  • Practice administrative Safeguarding Lead
  • Practice administrative MDT Lead
  • Ensure all outgoing mail is franked and processed each day in a timely manner.
  • Ensure all rooms are prepared for use by the clinicians on a daily basis (reception team to complete practice sweep morning and night)
  • Responsible for the recycling of all used toner from the printers.
  • Deputy Fire Marshall

Secondary responsibilities:

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

  • Partake in audit as directed by the management team
  • Provide cover (outside of reception admin duties) to support administrative staff during periods of staff absence
  • Support reception staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
  • Identify and provide team training where required
  • Support the management team
  • Support the Practice Manager with all Patient Participation Group related matters
  • Support the Carers Champion with events
  • Support the nursing team and display promotional material on the allocated notice boards and in the waiting room
  • To ensure that all leaflets throughout the building are stocked and up to date information is provided

Please download the supporting documentation for full role details and to assist with your application.

Person Specification

Qualifications

Essential

  • Please provide details of your CPD, using examples where necessary.

Knowledge and skills

Essential

  • Please provide detailed information of how you feel that your knowledge and skills are suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.

Personal qualities

Essential

  • Please provide details for why you would be a great fit for this role and why you have decided to apply.

Experience

Essential

  • Please provide detailed information of how you feel that your experience is suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.

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

Primary Integrated Community Services

Address

Nottingham Road

Kimberley

Nottingham

NG16 2NB


Employer's website

http://picsnhs.org.uk/ (Opens in a new tab)


For questions about the job, contact:

Lisa Chevalier-Crampton

lisa.chevalier-crampton@nhs.net

01159382101

Date posted

29 April 2022

Pay scheme

Other

Salary

Negotiable £20,075.02 - £21,900.02 per annum (£11 - £12 per hour)

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

E0220-22-6572

Job locations

Nottingham Road

Kimberley

Nottingham

NG16 2NB


Supporting documents

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