Office Manager

Job description

Job responsibilities

Be responsible for ensuring administrative and secretarial work is completed by the office staff in a timely manner with all deadlines being met. This, at times will include responsibility for ensuring the timely submission of claims and invoices.

Assist the Business Managers to maintain standards under Care Quality Commission to optimise Practice performance.

Have an excellent working knowledge of a clinical IT system, preferably EMIS or similar, including an understanding of the templates, protocols, concepts and be able to offer support to staff, GPs and Consultants of Faversham Medical Group. Organise data sharing agreements and work with outside practices to enhance our business.

Work closely with and support the Business Managers.

Be self-motivated and able to work using own initiative.

Have organisational, administrative, good communication and inter-personal skills together with a good positive friendly attitude.

Have good decision making skills.

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.

Promote Faversham Medical Group to achieve an increase in the range of services and facilities for the benefit of patients and take steps to improve the day to day working for staff, GPs and Consultants.

Person Specification

Knowledge and Skills

Essential

• Excellent leadership skills.
• Ability to work within a management team.
• Ability to deal with external organisations at supervisory level.
• Ability and skills to manage and motivating staff.
• Knowledge and skills of line management including being involved in recruitment, staff training and being able to motivate a team.
• Ability to understand and learn new software and administrative procedures.
• 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.
• Ability to carry out complex administration and record keeping in an office environment.
• Ability to work autonomously and initiate / self-direct own workload.
• Ability to relate to the interviewing team and exhibits personality to match culture of Practice.
• Good communicator (verbal & written) both upwards and downwards, using a wide range of media i.e. Phone, Email or Face to Face
• Good standard of education with excellent literacy and numeracy skills.

Desirable

• Knowledge of & Ability to assist in complex HR processes such as grievance process, disciplinary, dismissal etc.
• Evidence of organisational and problem solving skills.

Qualifications

Essential

• English and Maths GCSE (or equivalent) grade C or above.

Desirable

• Formal qualification in IT (e.g. CLAIT, ECDL).

Experience

Essential

• Over 6 months experience in a management role.
• Experience of chairing meetings, producing agendas and minutes.
• Ability to carry out staff appraisals.
• Evidence of the ability to grasp new concepts and work on a self-directed basis.
• Experience of dealing with members of the public.

Desirable

• Experience in primary care/NHS/caring profession.
• NHS or recent practice experience.
• Experience in using EMIS clinical software.

Other

Essential

• Good attendance record
• Confident, assertive and resilient.
• Accurate and thorough approach.
• Confident in decision making with proven problem solving skills.
• Hard working, reliable and resourceful.
• Ability to use own judgement and common sense.
• Adaptable, innovative and forward looking.
• Evidence of continued learning/development.

Desirable

• Ability to work ideal hours as stated.
• Evidence of recent self-directed learning or development.
• Pay increasing or improved employment with this position.

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

Faversham Medical Practice

Address

Newton Place Surgery

Newton Road

Faversham

Kent

ME13 8FH

Employer's website

https://www.favershammedicalpractice.nhs.uk/ (Opens in a new tab)