Job responsibilities
The
following are the core responsibilities of the senior administrator. There may
be on occasion, a requirement to carry out other tasks; this will be dependent
upon factors such as workload and staffing levels.
The
supervisor is responsible for:
a.
Overseeing
the administration and support operations of the practice, ensuring administration
functions are completed in a timely and efficient manner.
b.
Supporting
the assistant practice manager with staff development, providing guidance and
direction, ensuring staff are up to date with mandatory training
c.
Identify
and deliver team training where required
d.
Compiling
reception and administration staff rotas
e.
Reviewing
and updating all reception and administration policies and procedures as
required
f.
Support
the management team in the compilation of practice reports and the practice
development plan
g.
Develop,
implement and embed efficient reception and office processes and procedures to
adhere to extant legislation
h.
Maintain
an effective appointment system for all services
i.
Overseeing
workflow management.
j.
Ensuring
NHS mailbox is managed efficiently and promptly.
k.
Act
as a focal point for communication, advising reception and administrative staff
on methods of communication and best practice
l.
Act
as a focal point for the practice managing requests from external organisations
such a DVLA, Solicitors, Insurance companies, Police and other organisations.
m.
Coordinate
the provision of temporary reception and administration staff ensuring
sufficient cover is provided for periods of leave and other staff absences
n.
Update
appointment system to reflect leave and other approved absences
o.
Provide
initial guidance and advice to patients who wish to complain
p.
Manage
all deliveries to the practice, ensuring adherence to the cold chain policy as
necessary
q.
Act
as building fire marshal, ensuring evacuation lists are current and that the
visitors log is used appropriately
r.
Maintain
the practice website, newsletters, leaflet and noticeboard.
s.
The
processing of changes to patient registration, deduction of record and new
patient registration
t.
Welcome
patients and visitors to the practice, directing requests appropriately
u.
Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
Secondary Responsibilities
In
addition to the primary responsibilities, the reception manager may be
requested to:
a.
Deputise
for the Assistant Practice Manager during periods of absence
b.
Partake
in audit as directed by the audit lead
c.
Coordinate
and produce meeting agendas and record the minutes of meetings as required
d.
Monitor
and promote the use of the Friends and Family Test
e.
Champion
continuous improvement, encouraging staff to participate and make suggestions
for CI initiatives
f.
Schedule
and take minutes for the Patient Participation Group Meetings