Job summary
We are looking for a full-time Reception
Manager to work with our friendly and supportive team mainly based at Newton
Place Surgery.
The successful applicant will manage all
Reception and iWorkflow administration areas and staff within the practice on a
day to day basis.
Please see job
description for full details.
Main duties of the job
Responsible for the day-to-day management of the reception and
iWorkflow administrator teams, ensuring their associated roles and tasks are
carried out in accordance with agreed procedures, protocols and time-scales,
reporting to the Business Managers as necessary.
Responsible for delegating, overseeing and managing the workload
of the Receptionist/Administrator Supervisors as well as providing support and
training to these staff.
Responsible for the management of the staff rota for the reception
and iWorkflow administrator teams, ensuring at all times there is a minimum of
6 weeks of rotas on the system.
Responsible for ensuring the smooth running of all designated
Reception areas.
To offer general support to the practice team and project a positive
, friendly and professional image to patients and other visitors, either in
person or via the telephone.
To carry out receptionist duties when required/necessary to do so.
The post-holder
will be required to work at any one of the Faversham Medical Group sites
as required, and to also provide cross cover to other managers where
appropriate to the needs of the business.
About us
Faversham Medical Group consists of 2 GP surgeries;
Faversham Medical Practice and Newton Place Surgery. We also run an Urgent
Treatment Centre based at Faversham Health Centre.
We are a friendly and supportive team.
Faversham is a beautiful, historic market town. It is close
to the vibrant city of Canterbury; just 60 miles from London and yet within
easy reach of attractive coastline areas and beaches.
Job description
Job responsibilities
- Ensure adequate staffing levels across multiple areas in line with agreed policy liaising with Office Co-ordinator/Business Managers if needed.
- Deal with general day-to-day queries from staff members.
- Ensure the patients medical records are kept neat and tidy at all times.
- Liaise closely with the Receptionist/Administrator Supervisors and the Business Managers to ensure tasks associated with the Reception and iWorkflow administrator teams are appropriately delegated to those with the skills, abilities and time to undertake them, undertaking appraisals as necessary.
- Work closely with the Business Managers and others to evaluate staffing establishment and training requirements associated with Reception and iWorkflow teams.
- Review training requests from the reception and iWorkflow Administrator teams as per Practice procedure.
- Manage the various appointments, visit and other books in line with agreed policies.
- Work under the direction of the Business Managers, alongside the Office Co-ordinator, in the handling of patient complaints.
- Assist in the organising of clinics being held by Consultants and other staff not employed by the Practice.
- Liaise as required with the Business Managers, HR Managers, Finance Managers and Office/Clinical Services Managers on any upcoming projects.
- Ensure all visitors are signing in and out following Practice procedures.
- Continually assess and evaluate systems recommending changes and improvements to the Business Managers as appropriate.
- Actively participate in staff and external meetings at the request of the Business Managers or Partners of Faversham Medical Practice.
- Promptly notify relevant staff of deliveries received, following all Practice guidance and ensure the deliveries are dealt with in a timely manner.
- Actively ensure all Reception areas, prescription rooms, meeting rooms, kitchen spaces, waiting areas and medical records storage areas are kept free of clutter, clean and tidy.
- Take responsible for ensuring the close down of the Practice is adequately completed following all protocols and that the clinical rooms are left clear and tidy with no patient data.
- Ensure all issues raised by other staff are investigated and dealt with and reported to the Business Managers.
- Identify areas where further training/systems/improvements are needed and ensure action is taken and changes implemented.
- Take responsibility for the security of prescriptions, including the receiving of deliveries, storage and logging.
- Ensure that designated Receptionists are checking Clinicians return from visits and that this role is noted on the rota.
- Carry out daily brief staff updates at Practice opening times and shift handover and update the Reception communication board regularly.
- Regularly update staff photoboard at practice entrance.
- Follow all reasonable management requests from the partners or higher management team.
Job description
Job responsibilities
- Ensure adequate staffing levels across multiple areas in line with agreed policy liaising with Office Co-ordinator/Business Managers if needed.
- Deal with general day-to-day queries from staff members.
- Ensure the patients medical records are kept neat and tidy at all times.
- Liaise closely with the Receptionist/Administrator Supervisors and the Business Managers to ensure tasks associated with the Reception and iWorkflow administrator teams are appropriately delegated to those with the skills, abilities and time to undertake them, undertaking appraisals as necessary.
- Work closely with the Business Managers and others to evaluate staffing establishment and training requirements associated with Reception and iWorkflow teams.
- Review training requests from the reception and iWorkflow Administrator teams as per Practice procedure.
- Manage the various appointments, visit and other books in line with agreed policies.
- Work under the direction of the Business Managers, alongside the Office Co-ordinator, in the handling of patient complaints.
- Assist in the organising of clinics being held by Consultants and other staff not employed by the Practice.
- Liaise as required with the Business Managers, HR Managers, Finance Managers and Office/Clinical Services Managers on any upcoming projects.
- Ensure all visitors are signing in and out following Practice procedures.
- Continually assess and evaluate systems recommending changes and improvements to the Business Managers as appropriate.
- Actively participate in staff and external meetings at the request of the Business Managers or Partners of Faversham Medical Practice.
- Promptly notify relevant staff of deliveries received, following all Practice guidance and ensure the deliveries are dealt with in a timely manner.
- Actively ensure all Reception areas, prescription rooms, meeting rooms, kitchen spaces, waiting areas and medical records storage areas are kept free of clutter, clean and tidy.
- Take responsible for ensuring the close down of the Practice is adequately completed following all protocols and that the clinical rooms are left clear and tidy with no patient data.
- Ensure all issues raised by other staff are investigated and dealt with and reported to the Business Managers.
- Identify areas where further training/systems/improvements are needed and ensure action is taken and changes implemented.
- Take responsibility for the security of prescriptions, including the receiving of deliveries, storage and logging.
- Ensure that designated Receptionists are checking Clinicians return from visits and that this role is noted on the rota.
- Carry out daily brief staff updates at Practice opening times and shift handover and update the Reception communication board regularly.
- Regularly update staff photoboard at practice entrance.
- Follow all reasonable management requests from the partners or higher management team.
Person Specification
Experience
Essential
- Ability and skills to manage and motivating staff.
- Ability to work within a management team.
- Ability to deal with external organisations at supervisory level.
- Ability to carry out staff appraisals.
- Knowledge and skills of line management including being involved in recruitment, staff training and being able to motivate a team.
- Excellent leadership skills.
- Over 6 months experience in a management role.
- Experience of chairing meetings, producing agendas and minutes.
- Ability to carry out complex administration and record keeping in an office environment.
- Ability to understand and learn new software and administrative procedures.
- Accurate and thorough approach.
- IT literate, including experience in using Word and Excel at intermediate level, proficient at using email and the internet.
- Ability to work in a changing environment and work under pressure.
- Experience of dealing with members of the public.
Desirable
- Experience in primary care/NHS/caring profession.
- Experience in using EMIS clinical software.
- Knowledge of and ability to assist in complex HR processes such as grievance process, disciplinary, dismissal etc.
Qualifications
Essential
- English and Maths GCSE grade C or above
Desirable
- Experience in primary care/NHS/caring profession.
- Formal qualification in IT (e.g. CLAIT, ECDL).
Personal
Essential
- Good communicator (verbal & written) both upwards and downwards, using a wide range of media I.e. Phone, Email or Face to Face.
- Evidence of continued learning/development.
- Ability to work autonomously and initiate / self-direct own workload.
- Evidence of the ability to grasp new concepts and work on a self-directed basis.
- Ability to relate to the interviewing team and exhibits personality to match culture of Practice.
- Adaptable, innovative and forward looking.
- Hard working, reliable and resourceful. Ability to use own judgement and common sense.
- Confident in decision making with proven problem solving skills.
- Confident, assertive and resilient.
Desirable
- NHS or recent practice experience.
- Evidence of organisational and problem solving skills.
- Evidence of recent self-directed learning or development.
- Ability to work ideal hours as stated.
Person Specification
Experience
Essential
- Ability and skills to manage and motivating staff.
- Ability to work within a management team.
- Ability to deal with external organisations at supervisory level.
- Ability to carry out staff appraisals.
- Knowledge and skills of line management including being involved in recruitment, staff training and being able to motivate a team.
- Excellent leadership skills.
- Over 6 months experience in a management role.
- Experience of chairing meetings, producing agendas and minutes.
- Ability to carry out complex administration and record keeping in an office environment.
- Ability to understand and learn new software and administrative procedures.
- Accurate and thorough approach.
- IT literate, including experience in using Word and Excel at intermediate level, proficient at using email and the internet.
- Ability to work in a changing environment and work under pressure.
- Experience of dealing with members of the public.
Desirable
- Experience in primary care/NHS/caring profession.
- Experience in using EMIS clinical software.
- Knowledge of and ability to assist in complex HR processes such as grievance process, disciplinary, dismissal etc.
Qualifications
Essential
- English and Maths GCSE grade C or above
Desirable
- Experience in primary care/NHS/caring profession.
- Formal qualification in IT (e.g. CLAIT, ECDL).
Personal
Essential
- Good communicator (verbal & written) both upwards and downwards, using a wide range of media I.e. Phone, Email or Face to Face.
- Evidence of continued learning/development.
- Ability to work autonomously and initiate / self-direct own workload.
- Evidence of the ability to grasp new concepts and work on a self-directed basis.
- Ability to relate to the interviewing team and exhibits personality to match culture of Practice.
- Adaptable, innovative and forward looking.
- Hard working, reliable and resourceful. Ability to use own judgement and common sense.
- Confident in decision making with proven problem solving skills.
- Confident, assertive and resilient.
Desirable
- NHS or recent practice experience.
- Evidence of organisational and problem solving skills.
- Evidence of recent self-directed learning or development.
- Ability to work ideal hours as stated.
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.
