Job summary
Join
Our Team as a Reception Supervisor!
Do
you have experience of working in a GP Practice and looking for a leadership
role? We're seeking a Reception Supervisor to ensure the effective operation of
our reception area and team. Your role will be crucial in projecting a
positive, friendly, and professional image of our practice to service users and
healthcare professionals.
We
offer a 35-hour working week with a competitive salary ranging from £23,122 to
£26,042, depending on experience. If you're ready to be a part of a dynamic
healthcare team and make a positive impact, apply now!
Main duties of the job
Primary responsibilities include:
- Providing strong leadership to the reception team.
- Support care navigation and overseeing the clinical appointment booking process to ensure accuracy.
- Be the first point of contact for reception staff and clinician queries and handle urgent matters efficiently.
- Conduct induction and training for new team members.
- Coordinate clinics and room allocation.
- Manage staffing levels and handle annual leave requests.
- Support the management team with reception staff HR requirements.
- Address complex patient queries and verbal complaints.
- Contribute to our high-performance culture and continuous improvement efforts.
About us
We are a busy, rural practice providing a service to a resilient rural community on the edge of the Yorkshire Wolds. We have a growing list size of 5,600 patients.
We proudly operate as a training practice and our multidisciplinary team includes 4 GP partners plus a salaried GP, physician associates, a strong nursing team including phlebotomy, first contact physiotherapists, a mental health worker, clinical pharmacists, a care co-ordinator and social prescribers.
We have an effective team of administrators who support the team with operational administration, patient services and correspondence management.
We also have a successful team of dispensary assistants and support staff who run a popular dispensary service to 90% of our practice population, this includes a delivery service to patients who would usually struggle to collect their regular medications.
Job description
Job responsibilities
Overseeing
the reception operations of the practice, ensuring staff achieve their primary
responsibilities
Line
managing all reception staff, supporting staff development, supporting with HR,
providing guidance and direction, ensuring staff are up to date with mandatory
training
Support
the management team with staff induction, ensuring induction plans and training
profiles are set up, and DBS checks are conducted.
Completing
staff appraisals as required
Identifying
and delivering team training where required
Compiling
reception staff rotas
Reviewing
and updating all reception policies and procedures as required
Supporting
the management team in the compilation of practice reports and the practice
development plan
Developing,
implementing and embedding efficient office processes and procedures to adhere
to extant legislation
Acting
as a focal point for the practice managing requests from external organisations
such as the local police, solicitors, DVLA and other agencies
Coordinating
the provision of reception staff, ensuring sufficient cover is provided for
periods of leave and other staff absences
Updating
the appointment system to reflect leave and other approved absences
Providing
initial guidance and advice to patients who wish to verbally complain
Smartcard
sponsor for the day-to-day support of smartcard care.
Support
the management team and deal with defects, maintenance, and all other
associated tasks.
Maintaining
the Learning Event database and record the outcomes, sharing appropriate
feedback to the reception team.
Support
the DQM with simple IT support and liaising with the IT provider to report/fix
any IT related issues.
Support
the administration team with ordering of supplies.
Acting as building fire marshal,
ensuring evacuation lists are current and that the visitors log is used
appropriately
Partake in audit as directed by the
audit lead
Coordinate and produce reception and
clinical meeting agendas and record the minutes of meetings
Support the practice manager in the
maintenance of the practice website and social media accounts
Monitor and promote the use of the
Friends and Family Test
Champion continuous improvement,
encouraging staff to participate and make suggestions for QI initiatives
Promote positive communication between
the practice and patients by producing a quarterly newsletter.
Assist with QOF targets
Schedule and take minutes for the
Patient Participation Group meetings
Schedule and take minutes for the
Patient Participation Group meetings
Job description
Job responsibilities
Overseeing
the reception operations of the practice, ensuring staff achieve their primary
responsibilities
Line
managing all reception staff, supporting staff development, supporting with HR,
providing guidance and direction, ensuring staff are up to date with mandatory
training
Support
the management team with staff induction, ensuring induction plans and training
profiles are set up, and DBS checks are conducted.
Completing
staff appraisals as required
Identifying
and delivering team training where required
Compiling
reception staff rotas
Reviewing
and updating all reception policies and procedures as required
Supporting
the management team in the compilation of practice reports and the practice
development plan
Developing,
implementing and embedding efficient office processes and procedures to adhere
to extant legislation
Acting
as a focal point for the practice managing requests from external organisations
such as the local police, solicitors, DVLA and other agencies
Coordinating
the provision of reception staff, ensuring sufficient cover is provided for
periods of leave and other staff absences
Updating
the appointment system to reflect leave and other approved absences
Providing
initial guidance and advice to patients who wish to verbally complain
Smartcard
sponsor for the day-to-day support of smartcard care.
Support
the management team and deal with defects, maintenance, and all other
associated tasks.
Maintaining
the Learning Event database and record the outcomes, sharing appropriate
feedback to the reception team.
Support
the DQM with simple IT support and liaising with the IT provider to report/fix
any IT related issues.
Support
the administration team with ordering of supplies.
Acting as building fire marshal,
ensuring evacuation lists are current and that the visitors log is used
appropriately
Partake in audit as directed by the
audit lead
Coordinate and produce reception and
clinical meeting agendas and record the minutes of meetings
Support the practice manager in the
maintenance of the practice website and social media accounts
Monitor and promote the use of the
Friends and Family Test
Champion continuous improvement,
encouraging staff to participate and make suggestions for QI initiatives
Promote positive communication between
the practice and patients by producing a quarterly newsletter.
Assist with QOF targets
Schedule and take minutes for the
Patient Participation Group meetings
Schedule and take minutes for the
Patient Participation Group meetings
Person Specification
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a healthcare setting
- Experience of leading/managing a team
Desirable
- Experience of providing appraisal writing and staff development
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Initiative and judgement (knowing when to ask for help)
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
Qualifications
Essential
- GCSE English (C or above) and at least three others
Desirable
- Educated to A-level/equivalent or higher, with relevant experience
- AMSPAR qualification
- NVQ Level 2 in Health and Social Care
- Leadership and/or management qualification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills (generic)
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS/SystmOne/Vision user skills
Person Specification
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a healthcare setting
- Experience of leading/managing a team
Desirable
- Experience of providing appraisal writing and staff development
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Initiative and judgement (knowing when to ask for help)
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
Qualifications
Essential
- GCSE English (C or above) and at least three others
Desirable
- Educated to A-level/equivalent or higher, with relevant experience
- AMSPAR qualification
- NVQ Level 2 in Health and Social Care
- Leadership and/or management qualification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills (generic)
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS/SystmOne/Vision user skills
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.