Job responsibilities
Clinical Rotas
Working with Site Manager (SM) to create rotas and maintain
them; planning ahead (at least 4 weeks) for annual leave and study leave;
finding solutions for sickness and short notice absences. Bringing to
SMs attention if unable to find solutions
With SM liaise with GPs, ANPs, Nurses, and other clinicians to
ensure safe working at all times. (Minimum/Safe Working Policy)
Reception/Admin Rota
Create and maintain weekly rotas; planning ahead (at least 4
weeks) for annual/other leave; finding solutions for sickness and short notice
absences. Bringing to SMs attention if unable to find solutions.
Keep Operations Managers Reception/Admin Baseline rota of work
patterns and hours up to date.
Annual Leave Approval
Manager rights on HR System to approve annual leave requests
from Reception/Admin staff
Manager rights on HR Systemto approve annual leave requests
from GPs in the absence of the SM
Transitional
HR/Finance
Supervision of Reception/Admin team
Complete sickness reports for reception/admin team on HR System
Complete Return to Work Interviews and record on HR Systemfor
Reception/Admin staff
Identify Training needs of Reception/Admin staff and provide
mentoring where needed
Monitor/audit mandatory training on BlueStream Academy of
Reception/Admin staff
Assist SM with annual appraisals of Reception/Admin staff
Assist SM with Inductions and Probations for new Reception/Admin
staff
Assist SM with monthly payroll, checking overtime, sickness and
any additional hour/pay for the SM to sign off before sending to Finance
Governance and Compliance
Health & Safety monthly checks to ensure that fire alarm and
water checks etc., are being done; ensure actions from Hazard/Incident reports
are completed and forwarded to SM, ownership of maintenance reporting, ensuring
actions are completed
Information Governance checks on weekly and/or monthly basis to
ensure prescription governance is being adhered to including resolution,
logging and destruction of error prescriptions and reporting back to SM to
confirm completed; ensuring security of prescriptions at all times.
Ensuring confidentiality of patient information within the
reception team at all times
Communication/Team
Meetings
To act as the communication link for the reception/admin team
ensuring all staff are updated appropriately; including Alerts, Notice Board
Updates, PHE Promotions, changes to ways of working, templates etc.
Regular team meetings with reception/admin team; feeding back
issues and areas of concern to the SM and leading the team meeting in the
absence of the SM
Ensure standard agenda, notes and action plans are in place
Process Improvement
To be proactive in identifying opportunities for improvement,
working with the SM and Operations Manager to enable appropriate change
Escalations
Support the reception team with resolving complex queries or
patient concerns in a timely manner
Sending the initial response letter to all formal complaints
received and bring to SMs attention
Work with the SM to investigate all reception/administration
complaints, finding solutions to reach a satisfactory outcome
Work with the SM to investigate significant events involving
reception/admin and share learning outcomes with the team
Support reception team to identify occurrences of zero tolerance
behaviour and escalating this at an early stage
Cross Site Working
Enable cross site working for reception/admin staff with buddy
site
Work closely with Senior Receptionist at buddy site
Patient Services
Ensure good customer service from reception/admin team at all
times
Manage patient expectations by being clear and honest in what we
can do
Have an understand of QOF, UPO and Enhanced Services and support
SM with these activities when required
Support
To support the SM and Ops Manager as and when required
