GP Reception Manager

Job description

Job responsibilities

Main Job Responsibilities:

General

To assist and support the Practice Manager and the Clinical Team in all administrative duties

Have a working knowledge of all software and hardware

Train staff in use of system

Competent use of NHS email and the internet as and when required

To organise their own work within agreed remits

To have working knowledge of the responsibilities of other members of Reception and Administration Team, and to provide/organise relief cover when necessary

To deal with GP links on a daily basis, closing the quarter and printing the certificated for the Practice Manager

Maintain the Petty Cash system, to keep up to date records of private income and petty cash expenditure

Submit monthly claims to PPA for drugs purchased by surgery, including vaccine stock take

Deal with complaints in accordance with Practice Complaints Procedure

To be aware of income generating activities, to ensure that all policies are carried out to generate a high income

Ordering Stationery and Groceries

Undertake any other administrative and organisational duties as required

Liaise with other members of the primary health care team and other outside agencies as required

Reception Staff

Assist the Practice Manager in the recruitment of new reception/admin staff, including preparation for and interviews

Provide induction training and ongoing review

Organise staff rota

Monitor sickness and absence and oversee the leave rota with the Practice Manager

Maintain the appraisal system for administrative staff with the Practice Manager

To identify, together with the Practice Manager, any personal training needs and to be prepared to undertake the relevant courses.

Liaise with management team concerning staffing and organisation of work

Arrange admin staff meetings

Ensure Practice policies are followed

Doctors

Assist with co-ordination of Doctor rota & availability

Support with adding doctors sessions on computer system

Liaise with Outreach Clinics administrators and email doctors leave to them

Other Clinical Staff

Assist with co-ordination of nurses sessions on computer system

Building

Have a clear understanding of telephone systems, daytime and out of hours

Hands on maintenance as required

Assist with remodeling and room moves as required

Understand security systems intruder, fire and panic/emergency alarms

Information

Ensure communication systems are running smoothly, doctors and reception staff are kept fully informed of changes in procedures

Manage paperwork systems including post, internal and external

Act as a central source of information

Person Specification

Qualifications

Essential

• The role will require fluent spoken and written English, a thorough understanding of Microsoft and a comprehensive knowledge of EMIS.

Desirable

• Leadership and/or management qualification

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a GP surgery setting
• Experience of leading/managing a team

Desirable

• Experience of providing appraisal writing and staff development

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills (generic)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure
• EMIS user skills

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Initiative and judgement (knowing when to ask for help)
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other requirements

Essential

• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times

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

Bounds Green Group Practice

Address

Gordon Road

London

N11 2PF

Employer's website

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