Job summary
Do you have
experience managing and leading staff in a busy GP surgery or healthcare
environment?
The
successful candidate will have excellent managerial, interpersonal and
communication skills along with strong IT skills; and be a great team-player
with a can-do attitude. Excellent
telephone and administration skills and the ability to work under pressure are
essential. NHS or medical/healthcare experience essential. They will be responsible for supporting and
leading around 15 reception staff. The post reports into our Operations
Manager.
Main duties of the job
Support the
Operations Manager, including recruitment of reception staff
Deputise for the
Operations Manager eg during annual leave
Line manage, support,
train and develop the Care Navigators and PAs
Prepare staff weekly
rota in a timely manner, ensuring adequate reception cover across sites
Have a thorough
knowledge of all reception-based and PA procedures
Carry out PA role to
a GP - this includes Safeguarding
administration
Point of contact for
queries for reception and admin team, nurses and clinicians
Support Care
Navigators and PAs to signpost patients to the appropriate healthcare
professional
Responsible for
day-to-day sickness reporting and return to work interviews of reception team
Ensure staff adhere
to practice policies including fire and health and safety
Foster a positive
team environment and encourage professional development
Hold regular minuted
meetings with staff as agreed with Operations Manager
Ensure effective
communication within the team and with other departments
Maintain
confidentiality and data protection standards
Provide support and
guidance to the reception team during busy periods
Work in accordance with
the policies and procedures established by the Practice
Answer incoming phone
calls, transferring calls or dealing with callers requests appropriately
About us
We
are a busy, large GP Practice seeking an experienced Reception Manager to join
our friendly reception team at our surgery in Wimborne, Dorset.
The
surgery has high levels of patient satisfaction and a pleasant working
environment. We have modernised our patient IT systems with a new phone system and
improved online access methods.
Job description
Job responsibilities
Support the
Operations Manager, including recruitment of reception staff
Deputise for the
Operations Manager eg during annual leave
Line manage, support,
train and develop the Care Navigators and PAs
Prepare staff weekly
rota in a timely manner, ensuring adequate reception cover across sites
Have a thorough
knowledge of all reception-based and PA procedures
Carry out PA role to
a GP - this includes Safeguarding
administration
Point of contact for
queries for reception and admin team, nurses and clinicians
Support Care
Navigators and PAs to signpost patients to the appropriate healthcare
professional
Responsible for
day-to-day sickness reporting and return to work interviews of reception team
Ensure staff adhere
to practice policies including fire and health and safety
Foster a positive
team environment and encourage professional development
Hold regular minuted
meetings with staff as agreed with Operations Manager
Ensure effective
communication within the team and with other departments
Maintain
confidentiality and data protection standards
Provide support and
guidance to the reception team during busy periods
Work in accordance with
the policies and procedures established by the Practice
Answer incoming phone
calls, transferring calls or dealing with callers requests appropriately
Input data into the
patients healthcare records as necessary
Deal with queries and
arrange appointments regarding services offered by the practice
Ensure reception
processes are followed for eg accepting deliveries, processing Path Links, scanning
letters and test results onto medical records, home visiting protocol,
photocopying, registering of new or temporary patients, SARs,
insurance orsolicitors letters and DVLA forms, public health campaigns eg flu
Process eConsults to
the appropriate healthcare professional or administrator
Have an understanding
of the duty GP role and operate within the surgery protocol
Ensure reception and
waiting areas are tidy and clean, including maintained noticeboards
0800 starts to
include: opening the surgery, turning on PCs, wallboard and check in screens,
responding to emergency line - or ensure
trained rotad staff to do this.
Ensure cover for
opening and locking both surgery sites including The Old Dispensary
Demonstrate
flexibility ie if asked to work in other areas
This job description represents the range of
duties required of the post-holder at the time of issue. It is not an inflexible specification and may
be reviewed according to need.
Job description
Job responsibilities
Support the
Operations Manager, including recruitment of reception staff
Deputise for the
Operations Manager eg during annual leave
Line manage, support,
train and develop the Care Navigators and PAs
Prepare staff weekly
rota in a timely manner, ensuring adequate reception cover across sites
Have a thorough
knowledge of all reception-based and PA procedures
Carry out PA role to
a GP - this includes Safeguarding
administration
Point of contact for
queries for reception and admin team, nurses and clinicians
Support Care
Navigators and PAs to signpost patients to the appropriate healthcare
professional
Responsible for
day-to-day sickness reporting and return to work interviews of reception team
Ensure staff adhere
to practice policies including fire and health and safety
Foster a positive
team environment and encourage professional development
Hold regular minuted
meetings with staff as agreed with Operations Manager
Ensure effective
communication within the team and with other departments
Maintain
confidentiality and data protection standards
Provide support and
guidance to the reception team during busy periods
Work in accordance with
the policies and procedures established by the Practice
Answer incoming phone
calls, transferring calls or dealing with callers requests appropriately
Input data into the
patients healthcare records as necessary
Deal with queries and
arrange appointments regarding services offered by the practice
Ensure reception
processes are followed for eg accepting deliveries, processing Path Links, scanning
letters and test results onto medical records, home visiting protocol,
photocopying, registering of new or temporary patients, SARs,
insurance orsolicitors letters and DVLA forms, public health campaigns eg flu
Process eConsults to
the appropriate healthcare professional or administrator
Have an understanding
of the duty GP role and operate within the surgery protocol
Ensure reception and
waiting areas are tidy and clean, including maintained noticeboards
0800 starts to
include: opening the surgery, turning on PCs, wallboard and check in screens,
responding to emergency line - or ensure
trained rotad staff to do this.
Ensure cover for
opening and locking both surgery sites including The Old Dispensary
Demonstrate
flexibility ie if asked to work in other areas
This job description represents the range of
duties required of the post-holder at the time of issue. It is not an inflexible specification and may
be reviewed according to need.
Person Specification
Management
Essential
- Experience of managing a team
- Excellent team working skills
- Good leadership and management skills
- Act as a role model for reception and reception staff
- Excellent communications skills both written and verbal
- Able to provide a professional and warm welcome to our patients and staff
- Ability to maintain confidentiality
- Good telephone manner and inter-personal skills
- Able to support ,develop and train staff eg Care Navigators and Personal Assistants
- Good standard of general education
- Ability to work with a methodical and careful approach
- Flexibility to adjust work patterns to meet additional workload as it arises
- Ability to remain calm and well-organised under pressure
- IT-literate, able to use email effectively
- Able to multi-task and prioritise
- Self-motivated and pro-active
- Emotional intelligence, empathy and honesty
- Punctuality
Experience
Essential
Desirable
Person Specification
Management
Essential
- Experience of managing a team
- Excellent team working skills
- Good leadership and management skills
- Act as a role model for reception and reception staff
- Excellent communications skills both written and verbal
- Able to provide a professional and warm welcome to our patients and staff
- Ability to maintain confidentiality
- Good telephone manner and inter-personal skills
- Able to support ,develop and train staff eg Care Navigators and Personal Assistants
- Good standard of general education
- Ability to work with a methodical and careful approach
- Flexibility to adjust work patterns to meet additional workload as it arises
- Ability to remain calm and well-organised under pressure
- IT-literate, able to use email effectively
- Able to multi-task and prioritise
- Self-motivated and pro-active
- Emotional intelligence, empathy and honesty
- Punctuality
Experience
Essential
Desirable
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.
