Reception Manager

Job description

Job responsibilities

Job Summary:

Manage the reception/administration team to ensure smooth running; provide administrative support to the Practice Manager/Business Manager.

Job responsibilities:

Partnership

• Rotas, availability, allocations, changes
• Co-ordinate doctor availability with the Practice Manager
• Update appointment system for leave/duty changes
• Attend Practice meetings, take minutes
• Arrange local inductions, information packs for trainee doctors

Patient services

Deal with complaints in accordance with practice complaints procedure and evaluate suggestions

Deal with requests to change doctor

Set up and maintain computerised appointment system for all services

Ensure adequate staffing for patient services

Ensure systems are in place for marrying up of notes and recording of data

Deal with Primary Care Support England queries

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring patients are directed to the appropriate healthcare professional

Employed staff

Direct line management of all administration staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.

Provide induction training and ongoing performance/probation/appraisal reviews.

To review/update and ensure practice policies are followed and accurate records are kept, with particular reference to:

o Appointments

o Messages

o Visits

o Post

o Patient registrations

o Repeat prescriptions

o Filing systems

o Births and deaths

Compiling admin staff rotas and ensuring sufficient cover is provided for periods of leave and other staff absence, including that at short notice.

Liaise with Management team concerning staffing and organisation of work

Liaise with other members of the primary health care team, outside agencies and practice volunteers as required.

Acting as a fire marshal as well as adhering to fire protocols

Identifying and delivering team training where required.

Administration

Attend staff meetings, take minutes

Oversee weekly scheduled list and extension of appointment books on the computer and ensure this is carried out accurately

Attend monthly palliative care meetings, take minutes

Attend monthly safeguarding meetings, take minutes

Information Technology

Have a full understanding of current appointment system, telephone system and patient messaging system and to act as a subject matter expert

Have a working knowledge of all software and hardware

Maintain In Touch patient information system

Deal with IT problems in the absence of our Data Quality and Admin team

Train staff in the use of system

Building

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

Hands-on maintenance as required e.g plumbing and cleaning

Assist with remodelling and room moves as required

Understand security systems alarms and cameras

Ensure weekly water/fire testing is carried out

Information

Ensure communication systems are running smoothly and practice staff are kept fully informed of changes in procedures

Assist with production and upkeep of practice procedures manual

Manage paperwork systems, including post, internal and external

Act as a central source of information

Other tasks

Health and safety

Co-ordinate voluntary agencies, including organising room allocations

Arrange gifts and cards for staff leaving, marriages and births etc

Ensure petty cash log is up to date and inform the practice manager of any anomalies

Deputise for practice manager in their absence

Person Specification

Qualifications

Essential

• Numerate and IT literate including use of Word and Excel, at least at basic level
• 5 GCSEs grade C/4 or above, including Maths and English

Desirable

• Leadership and management qualification

Experience

Essential

• Previous experience of working within a similar role in GP practice
• Experience of dealing with members of the public
• Previous Managerial experience
• Experience of managing IT, including problem solving, clinical reporting, staff training and general maintenance of IT systems
• Previous experience of complaints handling

Skills and Knowledge

Essential

• Above average communicator, both written and verbal
• Excellent knowledge of Docman/EMIS Web software
• Knowledge of GDPR

Desirable

• Knowledge of medical terminology, basic/intermediate
• Proficient keyboard/typing skills
• Full driving license

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

Glenroyd Medical Practice

Address

Moor Park Health and Leisure Centre

Bristol Avenue

Bispham, Blackpool

FY2 0JG

Employer's website

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