Job summary
Shortlisted candidates will be invited to attend an interview on the morning of Thursday 18th September 2025. Please ensure your availability on this date when applying.
We are seeking to recruit a part-time Reception Supervisor to work 30 hours per week, spread over 4 or 5 days.
The ideal candidate for the Reception Supervisor role will be an experienced GP receptionist or someone with comparable customer service supervisory or management experience. This individual will take on a key leadership position, ensuring the smooth and efficient running of reception operations. Responsibilities include maintaining adequate staffing levels, overseeing staff training and development, supporting recruitment processes, and assisting with staff appraisals.
Main duties of the job
As part of the team, the Reception Supervisor will act as a positive role model, demonstrating professionalism and commitment. The successful candidate will be confident, adaptable, and reliable, with strong common sense and excellent interpersonal skills. They should be comfortable engaging with people from diverse backgrounds, be a good listener, non-judgmental, and ready to take on a broad range of duties within the practice.
About us
Ford Medical Practice is a well-established, patient-focused GP practice, serving a community of 6,000 patients. We pride ourselves on our high QOF achievements and our commitment to continuous improvement and innovation. We are a paper-light, digital-first practice utilizing the EMIS Web clinical system. Our team is made up of two GP Partners, three Salaried GPs, a Practice Nurse, a Student Nurse Associate, phlebotomist and an Administrative and Management team. We are also a registered Training Practice, fostering professional development within our team.
Why Join Us?
- Supportive, collaborative, and friendly team environment
- A forward-thinking and innovative practice committed to quality care
- Benefit from a generous NHS pension scheme with an employer contribution totalling 23.7%
Job description
Job responsibilities
Leadership & Management
- Lead, supervise, and motivate the reception team to provide high-quality patient service.
- Ensure adherence to principles of patient and practice confidentiality.
- Manage staff schedules, leave requests, and cover absences to maintain adequate front desk coverage.
- Conduct regular team meetings, provide training, and support professional development.
- Handle recruitment, onboarding, and performance management of reception staff.
- Ensure reception staff complete all required training in line with practice requirements.
- Establish and maintain robust communication channels within the reception team for sharing practice business, staff availability, and updates (e.g., WhatsApp group).
- Ensure prescription processing, patient registrations, tasks, emails, and all other associated admin duties are scheduled, undertaken, and delivered daily by reception staff.
- Ensure QOF and other Enhanced Services patient lists are actioned and filed appropriately.
- Act as first point of contact for reception staff reporting sickness absence and update the management team accordingly.
- Coordinate staff allocation to QOF and Enhanced Services target planning in conjunction with the management team
- Ensure self and team meet health & safety requirements at all times.
- Regularly update the Management team on reception team performance and highlight any concerns.
- Disseminate information communicated by the Partners and Management team to the reception team.
- Maintain team morale and share any staff issues with the management team
- Ensure the reception area, including the patient waiting area, is clean, tidy, and hazard-free.
- Ensure the patient toilet is checked at least twice daily, cleanliness maintained, stocked with supplies, and signed off on check sheets.
- Maintain adequate stock of office and kitchen supplies; report fortnightly to the management team on ordering needs.
- Maintain security at all times.
Patient Service
- Ensure the reception team delivers prompt, courteous, and confidential service to patients.
- Resolve complex or escalated patient enquiries and complaints effectively.
- Oversee patient check-in/check-out processes, appointment bookings, and patient registration.
- Promote a welcoming and calm environment for patients.
Skills & Qualifications
Essential:
- Previous experience working in a GP practice or similar healthcare environment.
- Strong communication and interpersonal skills.
- Excellent organisational and multitasking abilities.
- Proficient in practice management software (e.g. EMIS).
- Sound knowledge of data protection and confidentiality regulations.
- Ability to handle sensitive and confidential information with discretion.
Desirable:
- Experience in a supervisory or team leadership role.
- Training in conflict resolution and customer service.
- Knowledge of QOF, Enhanced Services, and NHS procedures.
Personal Attributes
- Approachable, friendly, and professional demeanour.
- Patient-focused with empathy and understanding.
- Calm and composed under pressure.
- Proactive and solution-oriented mindset.
- Strong team player with leadership qualities.
- Reliable, punctual, and trustworthy.
Job description
Job responsibilities
Leadership & Management
- Lead, supervise, and motivate the reception team to provide high-quality patient service.
- Ensure adherence to principles of patient and practice confidentiality.
- Manage staff schedules, leave requests, and cover absences to maintain adequate front desk coverage.
- Conduct regular team meetings, provide training, and support professional development.
- Handle recruitment, onboarding, and performance management of reception staff.
- Ensure reception staff complete all required training in line with practice requirements.
- Establish and maintain robust communication channels within the reception team for sharing practice business, staff availability, and updates (e.g., WhatsApp group).
- Ensure prescription processing, patient registrations, tasks, emails, and all other associated admin duties are scheduled, undertaken, and delivered daily by reception staff.
- Ensure QOF and other Enhanced Services patient lists are actioned and filed appropriately.
- Act as first point of contact for reception staff reporting sickness absence and update the management team accordingly.
- Coordinate staff allocation to QOF and Enhanced Services target planning in conjunction with the management team
- Ensure self and team meet health & safety requirements at all times.
- Regularly update the Management team on reception team performance and highlight any concerns.
- Disseminate information communicated by the Partners and Management team to the reception team.
- Maintain team morale and share any staff issues with the management team
- Ensure the reception area, including the patient waiting area, is clean, tidy, and hazard-free.
- Ensure the patient toilet is checked at least twice daily, cleanliness maintained, stocked with supplies, and signed off on check sheets.
- Maintain adequate stock of office and kitchen supplies; report fortnightly to the management team on ordering needs.
- Maintain security at all times.
Patient Service
- Ensure the reception team delivers prompt, courteous, and confidential service to patients.
- Resolve complex or escalated patient enquiries and complaints effectively.
- Oversee patient check-in/check-out processes, appointment bookings, and patient registration.
- Promote a welcoming and calm environment for patients.
Skills & Qualifications
Essential:
- Previous experience working in a GP practice or similar healthcare environment.
- Strong communication and interpersonal skills.
- Excellent organisational and multitasking abilities.
- Proficient in practice management software (e.g. EMIS).
- Sound knowledge of data protection and confidentiality regulations.
- Ability to handle sensitive and confidential information with discretion.
Desirable:
- Experience in a supervisory or team leadership role.
- Training in conflict resolution and customer service.
- Knowledge of QOF, Enhanced Services, and NHS procedures.
Personal Attributes
- Approachable, friendly, and professional demeanour.
- Patient-focused with empathy and understanding.
- Calm and composed under pressure.
- Proactive and solution-oriented mindset.
- Strong team player with leadership qualities.
- Reliable, punctual, and trustworthy.
Person Specification
Qualifications
Essential
- High standard of secondary education
- GCSE Mathematics C or above.
- GCSE English C or above.
- Evidence of Further Education
Desirable
- Experience using the clinical system EMIS web.
- IT/ Word processing qualification
- Supervisory/leadership qualifications
Experience
Essential
- Previous experience working in a GP practice or similar healthcare environment.
- Strong communication and interpersonal skills.
- Excellent organisational and multitasking abilities.
- Proficient in practice management software e.g. EMIS.
- Sound knowledge of data protection and confidentiality regulations.
- Ability to handle sensitive and confidential information with discretion.
Desirable
- Experience in a supervisory or team leadership role.
- Training in conflict resolution and customer service.
- Knowledge of QOF, Enhanced Services, and NHS procedures.
Person Specification
Qualifications
Essential
- High standard of secondary education
- GCSE Mathematics C or above.
- GCSE English C or above.
- Evidence of Further Education
Desirable
- Experience using the clinical system EMIS web.
- IT/ Word processing qualification
- Supervisory/leadership qualifications
Experience
Essential
- Previous experience working in a GP practice or similar healthcare environment.
- Strong communication and interpersonal skills.
- Excellent organisational and multitasking abilities.
- Proficient in practice management software e.g. EMIS.
- Sound knowledge of data protection and confidentiality regulations.
- Ability to handle sensitive and confidential information with discretion.
Desirable
- Experience in a supervisory or team leadership role.
- Training in conflict resolution and customer service.
- Knowledge of QOF, Enhanced Services, and NHS procedures.
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.