Job summary
We are looking for an Office Coordinator to join our team on a full time basis (40 hours per week) to manage the team of staff at Eaves Lane Surgery. The hours of work will be 8am - 5pm Monday - Friday. You will work closely with existing Office Coordinators and the Practice Manger across our 6 GP sites to ensure the efficient delivery of all Surgery life.
Main duties of the job
The ideal candidate will be able to organise and supervise the administrative team to deliver excellent customer service and ensure the efficient delivery of all administration services.
You will be organised and reliable, have excellent verbal and written communication skills, ideally with relevant previous experience of line managing a team of staff.
You will at times be expected to travel around to other sites covering at short notice.
About us
We comprise of 6 surgeries with our own Primary Care Network Status; Buckshaw Village Surgery, Adlington Medical Centre, Croston Medical Centre, Lostock Village Surgery, Medicare Unit and our new purpose built Eaves Lane Surgery.Our total patient list size is combined at 24,000 and is growing rapidly. We work closely with neighbouring practices as part of a collaborative group to develop innovative primary care service to patient population in excess of 30,000.
We currently employ a total of 70 members of staff; we take pride in working together to deliver the best care for our patients.
Job description
Job responsibilities
The following list of duties is not exhaustive and may be subject to change as deemed necessary:
- Act as a role model to reception and administration staff, supporting, motivating and promoting good staff relationships.
You will be expected to participate in some reception duties in order to provide a good role/lead model and allow on the job training.
Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
- Organise reception/admin rota, ensuring adequate staffing levels, co-ordinate leave requests for reception staff and organise rotas ensuring all functions are covered as required.
- Supervise administrative staff ensuring they are working effectively
- Record sickness absence of reception and administration staff
- Oversee patient-related IT tasks including but not limited to registrations, prescriptions, incoming results, letters, out of hours contacts, GP online services
- Be able to cover all reception positions as necessary
- To have a thorough knowledge of all Practice procedures and protocols.
- Ensure administrative staff HR files are kept up to date
- Ensure daily checks are completed, such as fridge temperature checks, stock checks, building maintenance checks
- Perform appraisals and support staff with mandatory training and training plans.
- Recruitment, induction and training of receptionists
- Attend weekly staff meetings and contribute to the agenda
- Leading, monitoring, motivating and inspiring the team; providing guidance and support
Job description
Job responsibilities
The following list of duties is not exhaustive and may be subject to change as deemed necessary:
- Act as a role model to reception and administration staff, supporting, motivating and promoting good staff relationships.
You will be expected to participate in some reception duties in order to provide a good role/lead model and allow on the job training.
Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
- Organise reception/admin rota, ensuring adequate staffing levels, co-ordinate leave requests for reception staff and organise rotas ensuring all functions are covered as required.
- Supervise administrative staff ensuring they are working effectively
- Record sickness absence of reception and administration staff
- Oversee patient-related IT tasks including but not limited to registrations, prescriptions, incoming results, letters, out of hours contacts, GP online services
- Be able to cover all reception positions as necessary
- To have a thorough knowledge of all Practice procedures and protocols.
- Ensure administrative staff HR files are kept up to date
- Ensure daily checks are completed, such as fridge temperature checks, stock checks, building maintenance checks
- Perform appraisals and support staff with mandatory training and training plans.
- Recruitment, induction and training of receptionists
- Attend weekly staff meetings and contribute to the agenda
- Leading, monitoring, motivating and inspiring the team; providing guidance and support
Person Specification
Experience
Essential
- Experience of working in a GP practice
- EMIS Web User Skills
- MS Office
- MS Outlook
Desirable
- Experience of managing a team of staff
Qualifications
Essential
- GCSE English Grade C or above
- GCSE Maths Grade C or above
Desirable
Person Specification
Experience
Essential
- Experience of working in a GP practice
- EMIS Web User Skills
- MS Office
- MS Outlook
Desirable
- Experience of managing a team of staff
Qualifications
Essential
- GCSE English Grade C or above
- GCSE Maths Grade C or above
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.